Virtual Assistant Client Services

Virtual Assistant Client Services

Role Overview

We are a small, growing mental health counseling practice providing in-person and telehealth services across the state of Washington (U.S.).

We are seeking a Part-Time Virtual Assistant to serve as the first point of contact for clients, supporting client communication, scheduling needs, and inbound phone calls. This role is primarily customer service-focused, with no sales, cold calling, or outbound outreach required.

The ideal candidate is calm, professional, detail-oriented, and comfortable working in a mental health and LGBTQ+ affirming healthcare environment.

Key Responsibilities

Client Communication & Customer Service

• Respond to new client inquiries via phone and email
• Answer incoming phone calls from:
  • Prospective clients
  • Existing clients needing to reschedule or cancel appointments
• Provide clear, compassionate, and professional communication
• Gather basic intake information as needed (non-clinical)

Scheduling & Administrative Support

• Assist with appointment scheduling, rescheduling, and cancellations
• Update and manage client information within the EHR system
• Support administrative workflows related to client communication
• Escalate urgent or sensitive issues appropriately to the internal team

Systems & Tools

• Work within the practice's EHR system (SimplePractice – training provided)
• Use Google Workspace (Gmail, Calendar, Docs, Sheets) for daily tasks
• Maintain accuracy, confidentiality, and compliance with privacy standards

Required Qualifications

• Strong spoken and written English
• Previous experience in:
  • Customer service
  • Administrative support
  • Healthcare, therapy, or client-facing service roles (preferred)
• Comfortable handling phone calls professionally
• Proficient with Google Workspace
• Calm, empathetic, and organized communication style

Nice to Have

• Experience working in:
  • Mental health practices
  • Healthcare or therapy environments
• Familiarity with EHR systems (especially SimplePractice)
• Process-improvement mindset or self-starter tendencies

Growth Opportunities

• Opportunity to increase hours over time as the practice grows
• Potential path to full-time support role
• Ability to take on additional administrative or process-building responsibilities

Compensation and Schedule

• Salary: $500 - $700 a month
• Part-time: 20 hours per week
• Preferred working hours: Pacific Time
  • Ideal schedule: 12:00 PM – 4:00 PM PT
  • Some flexibility to extend to 4:30 or 5:00 PM PT as needed
• Schedule may be split across days depending on availability

Why Join Assist World?

• 100% REMOTE
• $50 birthday bonus
• $200 testimonial bonus
• $300 tenure bonus every 6 months
• $500 entry monthly raffle
• NO TRACKER. NO PROBLEM