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Back-End Medical Admin, Insurance Verification & Billing Support

Remote | Behavioral Health | 30 Hours/Week | $6/Hour

GoLean Health is seeking a detail-oriented Virtual Medical Assistant to support a U.S.-based behavioral health practice with back-end medical administration, insurance verification, patient responsibility collection, claims support, and billing-related workflows.

This role will primarily focus on daily insurance benefits verification, copay/deductible/coinsurance review, patient payment collection, claims follow-up, prior authorization support, and accurate documentation in eClinicalWorks and tracking sheets. The role also includes assisting with new patient calls and intake inquiries when the front desk staff is unavailable.

This is not a coding role. The ideal candidate is a strong healthcare administrative VA with hands-on experience in insurance verification, claims follow-up, patient collections, eClinicalWorks, and payer communication.

Key Responsibilities

Insurance Benefits Verification

• Verify patient insurance benefits daily using eClinicalWorks/eCW, Availity, payer portals, and direct insurance calls.

• Confirm eligibility, active coverage, copays, deductibles, coinsurance, remaining deductible, out-of-pocket responsibility, and network status.

• Check whether telehealth and in-office benefits are the same or different.

• Document insurance call reference numbers and communicate verified patient responsibility to the front desk before appointments.

Patient Collections & Payment Posting

• Contact patients to collect copays, deductibles, coinsurance, and out-of-pocket balances.

• Explain patient responsibility clearly based on verified benefits.

• Post payments, apply credits when appropriate, and update payment notes accurately.

• Escalate unclear balances, disputed amounts, or missing payment information.

Daily Cost Sheet & Tracker Management

• Add scheduled patients to the daily cost sheet or tracker.

• Document how much each patient owes for the visit.

• Track whether the amount due is based on copay, coinsurance, deductible, out-of-pocket balance, or account credit.

• Keep Google Sheets or Excel trackers accurate and updated.

Claims Follow-Up & Billing Support

• Follow up on claim denials, rejections, unpaid claims, and billing discrepancies.

• Assist with claim submission and insurance-related billing inquiries.

• Review claim status, payment details, invoices, notes, and trackers.

• Provide clean and accurate updates to the office manager.

Clinician Invoice & Claims Reconciliation

• Receive and organize clinician invoices.

• Verify completed clinician notes before payment approval.

• Cross-check invoices against claims and payment data.

• Maintain trackers for paid, unpaid, pending, and ready-for-review items.

Prior Authorization & Prescription Coverage Support

• Initiate and follow up on medication prior authorizations when needed.

• Communicate with insurance companies regarding prescription coverage and authorization requirements.

• Track authorization status and escalate missing information, coverage issues, or denials.

New Patient Calls & Intake Support

• Answer new patient calls when front desk staff is unavailable.

• Assist with intake inquiries, collect basic patient and insurance information, and explain next steps.

• Route clinical questions or complex concerns to the appropriate team member.

Referral, Intake & Documentation Support

• Review emails, faxes, and messages for referrals and patient documents.

• Organize intake forms, referral details, and insurance information.

• Place documents in the correct EMR buckets and support message triage.

Systems & Tools

Experience with the following is required or strongly preferred:

• eClinicalWorks / eCW - required

• ECW Eligibility Admin - required

• Availity

• Insurance payer portals

• Google Sheets, Microsoft Excel

• Google Drive, Gmail

• RingCentral

• Curogram or similar patient communication platform

• EMR/EHR documentation workflows

Mandatory Requirements

• At least 1 year of U.S. healthcare administrative experience

• Required expertise in eClinicalWorks / eCW

• Experience verifying insurance eligibility and benefits

• Experience calling insurance companies

• Familiarity with copays, deductibles, coinsurance, out-of-pocket responsibility, and telehealth benefits

• Experience with claim follow-up, claim denials, rejections, or payment tracking

• Experience posting payments or supporting patient collections

• Experience using Google Sheets or Microsoft Excel

• Strong attention to detail and accuracy

• Ability to reconcile data across invoices, claims, notes, payments, and trackers

• Strong time management and follow-through

• Professional written and verbal English communication

• Ability to follow structured workflows and flag issues clearly

• Comfortable managing recurring tasks independently

• Able to step into the role quickly with minimal training

Preferred Qualifications

• Behavioral health, psychiatry, mental health, therapy, or specialty practice experience

• Prior experience with medication prior authorizations

• Experience communicating with insurance companies about prescription coverage

• Experience with referral coordination, intake documentation, fax review, or message triage

• Experience supporting front desk teams with pre-visit collections

• Experience reviewing claims/payment data before clinician invoices or payouts are approved

Ideal Candidate

The ideal candidate is organized, accurate, process-driven, and comfortable working with insurance benefits, patient collections, claims data, payment posting, spreadsheets, and healthcare documentation.

They must be plug-and-play and able to perform the work with minimal training. They should already understand how to verify benefits, determine patient responsibility, call insurance companies, document reference numbers, follow up on denials or rejections, and communicate clearly with the front desk or office manager.

This person should be able to catch discrepancies, work independently, and provide clear updates before problems affect collections, billing, claims, or patient experience.