Virtual Administrative Assistant – Mental Health Practice (LATAM-Based)

Full Job Description

💼 Virtual Administrative Assistant – Mental Health Practice (LATAM-Based)

Location: Remote (LATAM-based preferred)

Company: Luminary Mind Wellness

Hours: Full-time (Monday–Friday, U.S. Mountain Time)

Pay: $900/month USD (based on experience)

About Us

Luminary Mind Wellness is a small but growing mental health practice based in Colorado, offering holistic psychiatric care to children and adults. We emphasize clear communication, compassionate care, and systems that support long-term patient success.

We’re hiring a full-time virtual administrative assistant to be the lead operations support for our practice. You’ll work directly with our founder and providers to manage patient communication, keep processes running smoothly, and ensure nothing falls through the cracks. This is a critical role with lots of autonomy—and big potential to grow as we grow.

What You’ll Do

• Answer incoming patient phone calls and respond to messages warmly and professionally
• Speak confidently to prospective patients and encourage them to book appointments
• Collect co-pays via Stripe and ensure payment is confirmed
• Submit prior authorizations for medications and follow up as needed
• Set up new patient charts in our EHR (Practice Fusion)
• Respond to patient messages using our secure messaging platform (Spruce)
• Send appointment reminders and follow up on no-shows or cancellations
• Upload documents (labs, insurance forms, etc.) into patient records
• Notify providers when their input is needed (e.g., refills, patient concerns, urgent requests)
• Keep everything organized, documented, and up to date
• Proactively communicate with the team—don’t wait to be asked

What We’re Looking For

• Excellent English (spoken and written)
• Clear communicator with a kind, professional tone
• Prior experience in healthcare, mental health, or working with U.S.-based clients is a big plus
• Comfortable with tools like Stripe, Google Workspace, and EHRs (helpful but not required)
• You’re not just organized—you take ownership. If something’s missing, delayed, or broken, you’ll fix it or follow up until it’s done.
• You think ahead. You catch things others miss. You follow up without needing reminders.
• You’re excited to help build the foundation of a growing company, not just check boxes
• Must be available full-time during U.S. Mountain Time (Mon–Fri)

What We Offer

• $900/month USD
• Long-term role with opportunity to grow
• Supportive, mission-driven team
• Meaningful work: help people access mental health care
• A chance to help shape systems, not just execute them

How to Apply

Submit your resume and a short message explaining why you’d be a great fit. If you have experience working in healthcare or with U.S.-based patients, please highlight that.

Optional bonus: Email us a brief video introducing yourself and why you're interested in this role. We love seeing personality and enthusiasm!

(If submitting a video, send to [your email] with the subject line: Admin Assistant – Video Introduction.)

This Is For You If...

• You love helping others, and get a small thrill from checking things off your list
• You follow through on your follow-ups
• You care about mental health and want to be part of a team that does meaningful work
• You’re confident jumping into a role that’s important, evolving, and foundational

Job Responsibilities

✅ Job Responsibility

• Answer inbound phone calls and patient messages
• Convince new patients to schedule their first appointment
• Collect copays and confirm payments via Stripe
• Submit prior authorizations for medications
• Set up and maintain patient charts (Practice Fusion)
• Send reminders and manage cancellations/no-shows
• Upload documents (labs, insurance, forms) into patient files
• Notify providers about refill requests, urgent issues, or messages
• Communicate clearly and consistently with the clinical team

Job Requirements

✅ Job Requirement

• Fluent English (spoken and written)
• 2+ years of customer service or admin experience
• Comfortable working with tech (Google Workspace, EHRs, Stripe)
• Fast learner, detail-oriented, and reliable
• Must have stable internet and a quiet home office
• Must be available full-time Monday–Friday, Mountain Time (U.S.)

Skills Required

• Administration - Intermediate
• Data Entry - Intermediate
• Customer Service - Intermediate

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