Job overview
Riverstone Health Group is hiring entry-level Virtual Assistants for Therapists to manage the therapist's inbox and client communications, schedule and confirm therapy appointments, coordinate new client intakes and paperwork, send appointment reminders and follow-ups, handle insurance verification and benefits checks with supervision, process payments and billing follow-ups, maintain client records in the EHR or practice management system, manage the therapist's calendar, handle cancellation and no-show policies, support practice marketing, respond to inquiry calls and emails, and maintain strict HIPAA and confidentiality standards.
No prior therapy, healthcare, or virtual assistant experience is required. Paid training is provided. Familiarity with confidentiality and scheduling is helpful but not required. Training covers HIPAA compliance, EHR systems, client communication, and practice management tools. This role is well-suited to career changers, administrative professionals, recent graduates, and anyone interested in mental health or healthcare.
This opportunity may suit people searching for virtual assistant for therapists remote, therapy practice assistant remote, virtual assistant for mental health practice, or private practice VA jobs.
No Experience Required: Confidentiality and Warmth Are the Prerequisites
This is a true entry-level role. No prior therapy, healthcare, or virtual assistant experience is required, and you do not need a clinical license or certifications. You will receive paid training on HIPAA compliance, EHR systems, client communication, and the practice management tools used by the employer. What matters most is that you handle sensitive information with maturity, communicate warmly with clients who may be in distress, and stay organized with scheduling and billing. If you have strong admin experience and can be trusted with confidential information, that is the core qualification.
This Is Not a Clinical Role — You Do Not Provide Therapy
This is an administrative support role. You will not be providing therapy, clinical advice, or mental health treatment. You will handle scheduling, intake paperwork, insurance verification, billing, and client communication. Some roles may have you draft non-clinical documentation, but the therapist handles all clinical work. If you are interested in becoming a therapist, this role is a good way to learn how a practice operates — but it is not a clinical training path.
Confidentiality Is a Hard Requirement
Therapy practices are bound by HIPAA and strict confidentiality rules. You will have access to sensitive client information — names, session dates, insurance details, and sometimes the reason for a session. You will be required to sign a confidentiality agreement and follow HIPAA rules in every interaction. This is not optional. If you are not comfortable handling sensitive information with absolute discretion, this role is not a fit.
What you'll do
- Manage the therapist's inbox and client communications
- Schedule and confirm therapy appointments
- Coordinate with new client intakes and paperwork
- Send appointment reminders and follow-ups
- Handle insurance verification and benefits checks (with supervision)
- Process payments, invoicing, and billing follow-ups
- Maintain client records in the EHR or practice management system
- Manage the therapist's calendar and prevent double-bookings
- Handle cancellation and no-show policies
- Support marketing efforts — practice website, Psychology Today listing, social media
- Respond to inquiry calls and emails from prospective clients
- Prepare session notes or documentation drafts (non-clinical)
- Maintain strict HIPAA and confidentiality standards
- Coordinate with insurance companies and billing partners
- Support group practice operations as needed
Daily workflow
Depending on the practice's caseload and schedule, a typical day may look like this:
Required qualifications
- No prior therapy, healthcare, or VA experience required; paid training provided
- No certifications or clinical license needed
- High school diploma or equivalent required
- Strong written English for client and practice communication
- Warm, professional, empathetic tone with clients in distress
- Comfort with scheduling tools and calendars
- Basic comfort with CRM or EHR systems (or willingness to learn)
- Attention to detail for scheduling, billing, and documentation
- Discretion and confidentiality — HIPAA awareness essential
- Ability to handle sensitive topics with maturity
- Reliability and responsiveness during business hours
- Reliable internet connection and a quiet workspace
- Ability to work independently in a remote environment
Preferred qualifications
- Prior admin, healthcare, or virtual assistant experience
- Familiarity with EHR systems (SimplePractice, TherapyNotes, Jane App)
- Experience with insurance verification or medical billing
- Comfort with Google Workspace, Microsoft 365, or practice tools
- Bilingual (Spanish/English) is a strong plus
- Interest in mental health, wellness, or healthcare industries
- Experience with client intake or onboarding workflows
Benefits
Paid training
Learn HIPAA compliance, EHR systems, and practice management tools on the clock.
Work from home
No commute and a flexible home setup.
Schedule options
Full-time, part-time, and contract roles available.
Career growth
Paths to Practice Manager, Operations Manager, Clinical Coordinator, or Billing Specialist.
Health benefits
Medical, dental, and vision coverage may be available for full-time roles (details confirmed at interview).
Clear pay
Hourly pay listed up front. Some roles offer bonuses tied to retention or practice growth.
Remote work equipment for this role
Most employers expect you to have the basics. Equipment support details are confirmed during your interview.
Computer
A reliable laptop or desktop — this role requires secure handling of client data.
Internet
A stable, private connection. Public Wi-Fi is not acceptable for HIPAA-protected work.
Privacy
A private workspace where client information cannot be seen or overheard.
Quiet Space
A quiet spot for client calls — clients may be in vulnerable states.
Never pay to get hired
Real employers do not charge for training, equipment or background checks. Read our guide on how to spot remote job scams.
Application process
Apply Online
Send the short form and your resume. Share any admin, healthcare, or client-facing background.
Quick Screen
We check your setup and ask about your comfort with confidentiality and sensitive topics.
Employer Interview
Meet the therapist or practice manager and learn about the EHR, caseload, and expectations.
Paid Training & Go-Live
Complete paid training, sign confidentiality agreements, then start supporting the practice.
Frequently asked questions
Do I need healthcare experience?
No. This is a true entry-level role. Paid training covers HIPAA compliance, EHR systems, client communication, and practice management tools. If you have admin, customer service, or scheduling experience, that directly transfers. Healthcare experience is helpful but not required.
Do I need a license or certification?
No. This is a non-clinical administrative role. You do not need a clinical license, certification, or degree. You will not be providing therapy or clinical advice. The therapist handles all clinical work.
What EHR will I use?
Depending on the practice, you may use SimplePractice, TherapyNotes, Jane App, or a similar practice management platform. These are the most common EHR systems in private therapy practices. Training covers the specific system used by the employer.
Do I have to interact with clients?
Yes, but not in a clinical capacity. You will schedule appointments, confirm sessions, respond to inquiry emails and calls, and handle billing questions. You will not provide therapy or discuss clinical topics with clients.
Is HIPAA compliance training provided?
Yes. Paid training covers HIPAA compliance, confidentiality standards, and the specific privacy practices of the practice. You will be expected to sign a confidentiality agreement and follow HIPAA rules in every interaction.
What is the pay range?
The pay range for this role is $17–$26 per hour, based on experience and caseload. Entry-level candidates typically start near the lower end. Some roles offer bonuses tied to client retention or practice growth.
Will I need to work evenings or weekends?
Some practices see clients in the evenings or on weekends, so scheduling may include coverage during those times. Discuss expectations during your interview.
Does it cost anything to apply?
No. Applying through JobSphereHR is always free. Beware of any "therapy practice VA" role that asks for payment, software purchases, or credentials — those are scams. Read our guide on spotting remote job scams.
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