Our team has a high bar and a proven process that we use to find the best virtual assistants for healthcare providers:
Read more about our vetting process: Why Most Global Hiring Fails, And How the Ataraxis Vetting Process Fixes It
George was professional, responsive and a pleasure to work with throughout the hiring process. He took the time to understand my needs and connected me with an excellent candidate. I truly appreciate his support and would highly recommend his recruiting services.
As a psychiatric mental health nurse practitioner running a solo telehealth and in-person practice, I needed a virtual medical assistant who could manage patient scheduling, EHR workflows, and front-office coordination with minimal oversight.
My VA through Ataraxis has been exactly that. She handles new patient intake, manages our scheduling and messaging, and keeps everything running while I focus on patient care. What surprised me most is how she’s become a real thought partner. I’ll ask her to review a conversation or an email and she gives me a straight, honest read. That kind of judgment is hard to find. She’s now taking on more responsibilities as we expand our services, and she told me she’s in it for the long haul.
I only wish I had done this sooner. If you’re a mental health provider considering a HIPAA-compliant virtual assistant, don’t wait.
We’ve had an excellent experience working with Ataraxis and are so impressed. Their virtual assistants are professional, reliable, and highly skilled. The onboarding process was smooth, communication is consistent, and they truly understand how to match the right assistant to the right business needs.
They’ve helped us streamline operations and stay organized without the overhead of hiring in-house. I highly recommend them to any business looking for dependable virtual support.
I made a hire through Ataraxis a few months ago.
As it goes in any hiring process, when you meet the right person, you know immediately. I knew when I met the 5th candidate that she’d be the one.
3 weeks into her job she had a fundamental mastery of her own responsibilities. 2 weeks later, she assumed a whole new set of responsibilities on top of that. And now she’s a fully integrated part of my team.
10/10 will work with Ataraxis again.
We’ve had a really good experience working with Ataraxis. They make it easy to find talented healthcare virtual assistants, who have great attention to detail, at affordable rates. The team is very easy to work with and keeps in touch regularly, checking in to make sure everything is running smoothly and that we’re satisfied with our assistants. Overall, it’s been a smooth, professional experience from start to finish.
George has been a great help throughout this process, which was new to us. His team sourced some great candidates for us to choose from, and we are really happy with our hire. George has also conducted regular check-ins and follow-ups. He is happy to share his personal insights and experience around structuring the job description, onboarding, and getting the best out of this recruitment process. I would definitely recommend George and his business for VA solutions.
George and his team did a fantastic job placing a Talent Sourcer on my team. She’s smart, communicates well, works diligently, and is a self-starter. Bonus points, her background (10 years!) is in an industry directly adjacent to ours. As such, she was able to catch on extremely fast and onboarding her was a breeze. My only gripe is that I wish I had taken this on sooner. Thanks Ataraxis!
George reached out to me on LinkedIn, and while I rarely respond to cold outreach offering services, his approach felt thoughtful and genuine, so I decided to explore what his firm had to offer. We’ve been considering offshore talent for several years but hadn’t made the leap, as we hadn’t found the right offshore partner. Recently, we started working with Ataraxis, and it’s been a fantastic experience—they quickly sourced an exceptional contractor for our recruiting team and ran a smooth, efficient process from start to finish.
Highly Recommend!
I had the absolute pleasure of working with George, and I can confidently say that his expertise and guidance have been game-changing for my business. On our first conversation, George provided clear, actionable strategies tailored to my recruitment challenges. His deep industry knowledge, tested outreach methods, and data-driven approach set him apart.
If you’re a recruiter or business owner looking for expert-level guidance on client acquisition, outreach, and recruitment processes, I highly recommend working with George. His advice is practical, results-driven, and delivered with professionalism and genuine care for your success.
Thank you, George, for your time, insights, and the motivation to push forward with confidence!
I was pretty hesitant about hiring people offshore, but had a fantastic experience working with Ataraxis to hire a virtual recruiter for my business. They connected me with Anabel, who’s based in the Philippines and has been incredible—she’s extremely hard-working, quick to learn, and always brings a great attitude to her work. Now I’m thinking about how I can build a team around her.
The entire process with Ataraxis has been seamless, and they regularly check in to make sure I’m happy with the service they’ve provided. It’s clear they truly care about their clients’ success. I highly recommend Ataraxis to anyone looking to grow their team with quality talent!
Patients expect timely scheduling, fast responses, clear instructions, and consistent follow-ups. But when your providers are juggling complex caseloads, therapy sessions, medication management, and crisis support, administrative tasks quickly fall behind.
Missed follow-ups, delayed documentation, and insurance backlogs create longer waitlists, frustrated patients, and added stress for clinicians already working in emotionally demanding environments.
Trying to handle everything in-house leads to burnout, operational slowdowns, and lost revenue. A dedicated Virtual Assistant for Behavioral Health Clinics keeps communication organized, documentation moving, and schedules on track so your providers can stay focused on patient care instead of paperwork.
The Situation
A small group psychotherapy practice serving the Asian American community in San Jose was navigating its first virtual assistant hire. The founding clinician, a bilingual Mandarin and English marriage and family therapist, was absorbing all the practice’s administrative work herself while still carrying a full clinical caseload. Behavioral health billing was split across SimplePractice, Headway, and Lyra, and the practice was mid-transition from an insurance-based model to a self-pay one, adding out-of-network claims into the mix. With a sensitive, trauma-informed client population, confidentiality wasn’t negotiable.
What Changed
Ataraxis presented two fully vetted candidates within 48 hours. The founder chose behavioral health depth and HIPAA-compliant over a Mandarin-speaking candidate, prioritizing clinical judgment over language match. She selected Maria, a Philippines-based Medical Virtual Assistant and Registered Psychometrician with a psychology degree and five-plus years of U.S. behavioral health experience, including hands-on work in SimplePractice, insurance verification, prior authorizations, and intake coordination.
In Her Own Words
“The admin task kind of falls mainly on me, and I have to do a lot of code switching, because I’m also seeing clients. I feel like I need another brain.”
— Founding Clinician
The Outcome
Maria took over session submissions through Headway and Lyra, SimplePractice billing, out-of-network claims, and scheduling, giving the practice a single accountable point of contact for its administrative workload. The founding clinician was able to stop toggling between provider and administrator roles and stay focused on clinical care.
The Situation
Coastal Wellness, a six-therapist practice led by owner, licensed therapist, and clinical supervisor Neeley, lost the team member who served as its administrative backbone, managing patient callbacks, six providers’ calendars, front-line phone coverage, and text line rotations. Two rounds of local hiring failed to produce a replacement. Candidates lacked the polish, flexibility, and education the multi-provider practice required, and the administrative load was spilling onto Neeley and her office manager.
What Changed
Ataraxis placed Sheila, a Philippines-based medical virtual assistant with over a decade of U.S. healthcare experience and direct behavioral health billing and patient coordination background, within three days of the initial conversation. Sheila stepped into the practice’s existing structure, including daily 9:15 AM standups, a written onboarding manual, and Google Chat coordination, taking over patient scheduling, phone and text line coverage, insurance verification, and end-of-day claims submissions in SimplePractice.
In Her Own Words
“Sheila is doing great. Asking good questions and did well yesterday with the trainings. We are excited to have her!”
— Neeley, Practice Owner
The Outcome
Placed at $11/hour ($1,950/month), Sheila delivered a level of experience that would typically cost $18–25/hour locally. Within the first week, she was fully contributing across scheduling, billing, and patient communication, returning Neeley’s attention to clinical and supervisory work and giving the practice’s administrative function a dedicated owner again.
No long-term contracts.
Hiring a behavioral health virtual assistant through Ataraxis gives you access to vetted, HIPAA-aware administrative talent at a fraction of U.S. hiring costs. These professionals integrate seamlessly into your clinic’s workflow, handling scheduling, intake, verifications, EHR updates, and patient follow-ups so your clinicians can prioritize patient outcomes, reduce stress, and increase productivity.
Offshore staffing through Ataraxis costs a fraction of what a comparable U.S. hire runs once you factor in salary, benefits, payroll tax, and recruiting overhead. There are no upfront fees, no lock-in contracts, and no billing surprises. The numbers below show exactly what you pay and what you save.
174 hrs · $11/hr all-in
87 hrs · $12/hr all-in
vs. $60–97k for a U.S. hire
2–3 vetted candidates
Here’s how virtual assistant companies like Upwork, Fiverr, OnlineJobs.PH, and Ataraxis compare on key hiring criteria.
Medical Virtual Assistant & Behavioral Health Biller | Philippines
$11/hr for full-time, $12/hr for part-time | US hours | Available now
Sheila is a Philippines-based Medical Virtual Assistant with nearly a decade of US healthcare experience, HIPAA certification, and fluent professional English developed through direct training by American clients at Aetna. She holds a BS in Biology and completed advanced coursework in Medicine and Allied Fields.
She spent six years supporting a US healthcare insurance account, progressing from Healthcare Specialist to Subject Matter Expert to Team Lead managing 17-20 agents, handling medical and behavioral health claims, insurance verification, prior authorizations, CPT/ICD-10 coding, and HIPAA compliance.
Most recently she spent three years at a US mental health telemedicine company, as a Behavioral Health Biller and Patient Coordinator managing claims, pre-certifications, EHR records, and provider scheduling.
EHR/software: SimplePractice, TheraNest, Athenahealth, AdvancedMD, NaviNet, CoverMyMeds, Zendesk, RingCentral, Google Workspace.
References (10/10 and 9/10 re-hire): Two former managers described her as consistently exceeding performance targets and one of the strongest assets on the team.
Best fit for: Mental health practices, behavioral health telehealth platforms, and medical billing teams needing HIPAA-certified, US-trained expertise in insurance verification, claims, and patient coordination.
Revenue Cycle Manager & Medical Billing Operations Lead | Philippines
$13/hr for full-time, $14/hr for part-time | US hours | Available now
Kath is a Philippines-based Revenue Cycle Management professional with 10+ years of direct experience managing U.S. medical practice accounts across behavioral health, nephrology, pediatrics, imaging, infusion, and multi-specialty settings. She holds a Doctor of Dental Medicine, giving her rare clinical literacy that sharpens her accuracy in coding, documentation review, and payer communications.
Her entire career has been US-client-facing: most recently as Account Manager at a Texas-based healthcare facility, and before that as Billing Associate Manager at a California-based behavioral health telehealth company, where she served as the organizational subject-matter expert for multi-state Medicaid compliance and denial prevention. She has managed end-to-end RCM including charge entry, claims submission, A/R follow-ups, denial management, EOB/ERA reconciliation, credentialing, VOB, and payer escalations.
Certifications: HIPAA Compliance, Certified Medical Billing & Coding (ICD-10 & ICD-11), Agile Project Management, Six Sigma White & Yellow Belt, Mastering RCM 2025
References (10/10 and 9/10 re-hire): Both former managers confirmed she consistently exceeded performance targets and demonstrated strong leadership and operational accountability.
Best fit for: Behavioral health practices, nephrology, multi-specialty groups, and telehealth platforms needing a HIPAA-certified, US-trained RCM manager for billing operations, denial reduction, and revenue optimization.
A Behavioral Health Virtual Assistant is a trained professional who supports your mental health or behavioral health practice remotely. They take on time-sensitive administrative tasks from managing patient communication to assisting with EHR documentation to keep your operations organized and compliant.
Your VA becomes a trusted extension of your care team, using your clinic’s systems and workflows to ensure smooth scheduling, accurate documentation, and timely follow-ups. You can expect consistent, professional, full-time support tailored to how your behavioral health clinic operates.
A Junior Behavioral Health VA has 0–2 years of experience in healthcare or behavioral health support. They assist with foundational tasks like scheduling, intake coordination, reminder calls, documentation prep, basic EHR updates, and inbox management. They’re comfortable using platforms like SimplePractice, TherapyNotes, or CharmHealth with proper onboarding.
Ideal for clinics needing dependable help with day-to-day communication and administrative tasks to reduce provider workload.
A Mid-Level Behavioral Health VA has 2–5 years of experience working with mental health practices, counseling centers, psychiatry offices, or multi-provider groups. They manage patient communication end-to-end, support clinical documentation, verify insurance, coordinate recurring appointments, handle authorizations, and streamline EHR workflows.
Best for busy practices needing reliable operational support without constant oversight.
A Senior Behavioral Health VA has 5+ years of experience in behavioral health operations, multi-provider coordination, and mental health practice management. They oversee complex caseload logistics, support billing and claims, monitor EHR accuracy, prepare reports, help reduce no-shows, manage patient care coordination, and optimize workflows.
Ideal for clinics with high patient volume or multiple providers who need proactive, HIPAA-aware support to maintain continuity of care and operational stability.
Many of our virtual assistants have graduate degrees, so you’ll have access to high-level expertise, without the price tag.
Switching platforms is not the solution. Your virtual assistant integrates directly into the EHR you already use. Our candidates are screened for familiarity with the major systems used across mental health, psychiatry, and behavioral health practices. Below are the platforms we actively recruit for. If you are running something not listed here, let us know and we will screen specifically for that experience.
Scheduling, notes, billing, and telehealth support.
Documentation, scheduling, and billing workflows.
Integrated clinical documentation, patient engagement, and revenue cycle support.
Behavioral health scheduling, charting, and billing.
Behavioral health EHR workflows, e-prescribing, and billing.
Insurance paneling, credentialing support, and session admin.
Administrative support for practices operating.
Clinical workflows, population health tools, and billing.
Managed billing, scheduling, and documentation.
Not seeing your platform? We screen candidates for any EHR your practice runs. Contact us to request a platform-specific search, or browse our full list of supported EHR systems to see the complete range of platforms we recruit for.
Your ideal Behavioral Health VA communicates calmly, maintains confidentiality, understands sensitive patient needs, and manages a fast-moving care environment. They help with scheduling, intake processing, EHR updates, patient follow-ups, documentation support, insurance-related tasks, and daily coordination keeping your clinic organized and compliant.
Hiring the right Behavioral Health VA helps you reduce clinician burnout, improve patient satisfaction, and maintain smoother day-to-day operations.
Organize provider calendars and book appointments accurately.
Collect patient details, upload documents, and prepare charts.
Verify active coverage before appointments to reduce claim denials.
Assist with gathering documents and submitting requests.
Input progress notes, treatment details, and follow-up requirements (provider-dictated).
Reduce no-shows by sending reminders and confirming attendance.
Gather patient details, route messages, and assist providers with request tracking.
Organize patient messages, flag urgent items, and keep providers informed.
Assist with referrals, consult notes, and inter-provider communication.
Send links, troubleshoot access issues, and confirm patient readiness.
Organize consent forms, treatment plans, and assessment documents.
Support with claims submissions, follow-up communication, and denial tracking.
Free your providers from paperwork so they can focus on therapy, evaluations, and patient care.
Get reliable, full-time help that understands confidentiality, compliance, and behavioral health workflows.
Cut staffing expenses while improving scheduling efficiency, documentation accuracy, and patient communication.
Ataraxis does the heavy lifting by thoroughly screening and vetting virtual assistants before they’re matched with you. This means you won’t waste time sorting through unqualified candidates.
Ataraxis virtual assistants are fluent in English and skilled at communicating professionally, ensuring there’s no miscommunication in your day-to-day tasks.
Unlike many freelancers who may not align with your work hours, Ataraxis virtual assistants are willing (and happy) to work in your time zone, making collaboration seamless.
All Ataraxis VAs are college educated and have specialized experience in various fields, so you can trust them to hit the ground running.
Hiring through Ataraxis gives you access to ongoing support. If your team of virtual assistants needs adjustments, Ataraxis is there to help, unlike freelancer platforms where you’re on your own.
Freelancer platforms often attract short-term gig workers who juggle multiple client projects at the same time. Ataraxis virtual assistants are committed to building lasting partnerships with one employer, becoming a true extension of your team.
When you’re ready to hire a virtual assistant, the best location depends on the mix of cost, language skills, time-zone overlap, and talent depth your business needs. Here’s a quick tour of the best regions, each with clear advantages and a few trade-offs, to help you decide where to hire a virtual assistant who fits your workflow.
We created the Global Outsourcing Talent Index, a data-backed audit of all 193 UN-recognized countries scored across five variables: labor cost, English proficiency, talent availability, digital infrastructure, and political stability.
The results were eye opening and are frequently cited by major news sites and industry blogs all over the world.
Pros:
It’s no surprise that many business owners choose to hire a Filipino virtual assistant. Candidates from this region have strong English proficiency, familiarity with western business culture, and experience working for U.S. clients. 24/7 support is also easy because night-shift work is common.
This region excels in customer service, lead generation, virtual assistance, data entry, bookkeeping, medical billing, and healthcare administrative support.
Cons:
Increasing demand for Filipino VAs is slowly pushing wages up and internet outages during typhoon season occasionally interrupt service.
*Ataraxis virtual assistants from this region have power and internet backups to minimize service interruption and are willing to work in your time zone.
Pros:
Near-shore time zones mean you can hire a virtual assistant who works the same hours as your U.S. team, reducing lag on urgent tasks. Businesses with a large Spanish-speaking customer base may also benefit from hiring bilingual virtual assistants.
This region excels in sales development, business development, digital marketing, customer success, and account management.
Cons:
Hourly rates are much higher and the talent pool is much smaller compared to the Philippines and other regions.
Pros:
Highly educated, English-first workforce with a neutral accent, which is a big plus for phone-based support, especially for U.K. and Australian companies. South Africa overlaps with U.S. mornings and U.K. afternoons, which is ideal for trans-Atlantic operations.
This region excels in virtual assistance, healthcare administrative support, sales development, business development, digital marketing, customer success, content moderation, and account management.
Cons:
Cost of talent sits between Latin America and the Philippines, trimming, but not eliminating, cost savings.
Pros:
Rapidly growing BPO sector that is less competitive compared to the Philippines and Latin America. Top candidates from this region have accents that are almost indistinguishable from U.S. based staff.
This region excels in virtual assistance, executive assistance, software engineering, accounting, data entry, social media management, and business development.
Cons:
Infrastructure and internet reliability still improving outside major hubs.
Pros:
Near-shore location for U.S companies delivers real-time collaboration for East-Coast teams and fluent English support. Very competitive operating costs versus onshore hires.
This region excels in customer service, BPO call centers, healthcare claims, technical support, and help desk support.
Cons:
Smaller population means fewer specialised VAs, so scaling a large team may be harder. Hourly rates trend closer to Latin American levels given limited supply.
Pros:
Countries in this region are well-known for high education levels and strong work ethic. Arguably, the deepest talent pools for technical roles and has an ideal time zone overlap for European companies.
This region excels in software engineering, quality assurance, DevOps, data analytics, and other technical roles.
Cons:
Costs are much higher than the Philippines, East Africa, and time zone differences may be a bigger obstacle for U.S. companies.
Hiring your first virtual assistant is perfectly doable on your own, but most business owners underestimate the hours it takes to sift through resumes, schedule calls, and run multiple interview rounds. Research shows that the DIY path typically drags on for weeks (or months), involves several interviews, and can still lead to mis-hires if you rush the vetting stage.
List everything you want your virtual assistant to own and create detailed instructions. Clarifying scope upfront helps with long term retention and minimizes confusion.
Having a set schedule helps create structure and consistency.
Write a descriptive JD with required experience, KPIs, schedule expectations, etc.
Post your job description to virtual assistant websites and craft a recruitment message you can use to reach out to candidates directly.
Expect to screen 40-100 candidates to find your ideal virtual assistant.
Give 2-3 finalist candidates a short take-home assignment to test their attention-to-detail, responsiveness, and work product.
A bad hire can cost up to 50% of first-year pay, so doing your due diligence is cheap insurance.
Draft an employment or contractor agreement, include an NDA, and grant tool access.
When you hire a virtual assistant for behavioral health clinics through Ataraxis, you skip steps 2-7, saving you weeks of lost productivity.
We source top talent globally from regions including the Philippines, Latin America, South Africa, and East Africa, and beyond.
Our team screens over 200 applicants with a 5% acceptance rate. Every candidate goes through:
You’ll only meet the top 3–4 finalists we’ve personally vetted and approved.
Read more about our vetting process here.
For each role, we’ll shortlist 3–4 highly qualified finalists based on your requirements. You’ll have the opportunity to interview each candidate and decide who’s the best fit for your team.
We set up and maintain secure VPN access and use timekeeping and productivity monitoring tools to ensure accountability. All staff are trained in data security best practices to maintain compliance and confidentiality.
Protecting PHI is a top priority. All staff sign Business Associate Agreements (BAAs) and strict confidentiality agreements, and Ataraxis signs BAAs with all of our customers. Our internal processes and systems are designed to maintain full HIPAA compliance at every level.
Ataraxis has been operating for just under two years, but our roots run deep. Our founder has led a successful recruitment business for nine years, employing global talent within that company as well. (We eat our own cooking.)
Yes. Once hired, your chosen candidate will work exclusively for you on a full-time basis. They’ll act as a dedicated member of your team, fully aligned with your goals and workflow.
We take care of all the back-end work including compliance, paperwork, and payroll. You’ll simply receive a monthly Stripe invoice for each person you hire, making the process seamless and hassle-free.
No. Our agreements are month-to-month, giving you complete flexibility. There are no deposits or lock-in contracts.
Hiring a virtual assistant for behavioral health clinic saves money compared to having full-time office staff. This lets you and your team focus more on growing your business and doing what you do best.
Great virtual assistant for behavioral health clinics often come from countries and regions like the Philippines, South Africa, Latin America, East Africa, and Eastern Europe. These countries are known for their skilled workers who speak fluent English and have strong work ethics.
Yes! At Ataraxis, your virtual assistant for behavioral health clinic will match your local time zone, making teamwork easy and smooth.
US-based virtual assistant for behavioral health clinics usually cost $25 to $50 per hour. Ataraxis offers MBA-level, full-time virtual assistant for behavioral health clinics starting at just $11 per hour. This means you get great help for up to 70% less.
We keep your information safe by using secure VPN connections, regular monitoring, and privacy agreements signed by every virtual assistant.
Payments are easy and secure with Stripe. We also promise 100% satisfaction – if you’re not happy, we’ll fix it right away.
It depends on your workload. We offer both full-time and part-time virtual assistants, so you can choose the option that fits how much support you actually need. Full-time VAs tend to integrate deeper into your team and build more institutional knowledge over time, while part-time VAs are a good fit if you have a narrower, well-defined set of tasks.
Check out our pricing page to see rates for both options.
Ataraxis uses software to monitor your assistant’s activities, ensuring they are always working efficiently and staying productive.
It’s best to set up clear communication methods right from the start. You can use popular tools like Slack, WhatsApp, Zoom, or email, based on what works best for you.
Your satisfaction is our #1 priority. If you’re not happy, we’ll quickly address the issue and find you a better match, or issue a prorated refund if needed.
Great communication skills, attention to detail, strong work ethics, time zone alignment, work from home readiness, and problem solving skills. We carefully choose assistants based on their skills, experience, availability, and special abilities to make sure they match your business needs.
Yes! Many businesses find virtual assistant for behavioral health clinics deliver even better quality work, especially for specialized tasks.
Paying very low rates, like $2-3 per hour, usually means getting less skilled workers and lower quality work. Ataraxis offers affordable assistants who are highly skilled.
It usually takes 1-2 weeks to get your virtual assistant for behavioral health clinic fully onboarded and familiar with your business, ensuring you work well together from the very beginning.
Absolutely. Your VA can work within systems like SimplePractice, TherapyNotes, Athenahealth, and CharmHealth with proper onboarding and permissions.
They send reminders, follow up on missed appointments, manage recurring scheduling, and help keep patients engaged and informed.
Yes. They can check eligibility, assist with prior authorizations, support claims submissions, and track denials.
Yes. Your VA can handle appointment reminders, follow-ups, intake coordination, portal messages, and general inquiries while maintaining a calm, compassionate tone appropriate for behavioral health settings.
Yes. Many Ataraxis VAs have experience with behavioral health operations. They understand common terms, workflows, and documentation norms, including progress notes, treatment plans, SOAP notes, and therapy-related scheduling protocols.
If your clinicians are drowning in follow-ups, documentation, scheduling, and patient communication, it’s time to bring in a Behavioral Health Virtual Assistant through Ataraxis. Streamline your workflows, support your providers, and give your team more room to focus on meaningful patient care.
Start Hiring a Virtual Assistant for Behavioral Health Clinic Today
