Psychiatry
Intake, refills, and PA workflows handled.
Psychiatry practices balance long intake cycles, controlled substance refills, prior authorizations for non-formulary medications, and tight insurance verification. Our psychiatry virtual medical assistants run new patient intake, schedule med management and therapy follow-ups, coordinate Spravato and TMS workflows, run refill request triage for controlled and non-controlled medications, and verify behavioral health benefits. Trained on SimplePractice, TheraNest, Epic, athenahealth, ICANotes, and DrChrono.
Roles we staff
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Behavioral Health Insurance Verification Specialist
A psychiatry behavioral health insurance verification specialist runs eligibility 48–72 hours before every new intake - confirming behavioral health carve-out coverage (Optum, Magellan, Carelon, Beacon), specialist copays, deductibles, session limits, and any prior auth requirements for med management vs therapy. For practices that mix in-network and out-of-network, accurate verification is the difference between a kept appointment and a billing dispute.
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Front Desk / Medical Receptionist
A psychiatry virtual front desk runs the inbound phones and online booking, books new and follow-up appointments, manages the cancellation waitlist, and handles patient communication with the warmth a behavioral health practice requires. For a busy psychiatric office, this role cuts hold times to under 60 seconds and recovers same-day cancellations.
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New Patient Intake Coordinator
A psychiatry new patient intake coordinator owns the long intake-to-first-appointment cycle - collecting intake forms, prior records, medication history, and insurance documents, scheduling the first appointment, and running confirmation outreach to lift first-visit show rates. For psychiatric practices where intake-to-first-visit can stretch to 21+ days, this role compresses the timeline and recovers patients who would otherwise drop off.
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Psychiatry Virtual Medical Assistant
A psychiatry virtual medical assistant is a dedicated remote staff member who runs the daily admin workload of a psychiatric practice - scheduling new patient intakes, med management visits, therapy follow-ups, and Spravato or TMS sessions inside SimplePractice, TheraNest, Epic, athenahealth, ICANotes, or DrChrono. They route inbound calls, manage the cancellation waitlist, run portal message triage, and coordinate the long intake-to-first-appointment cycle so no patient drops off before their first session.
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Refill Request Triage Coordinator
A psychiatry refill request triage coordinator runs the daily refill queue - non-controlled medication refills (SSRIs, SNRIs, mood stabilizers, antipsychotics) and controlled substance refill requests (stimulants, benzodiazepines) routed to the prescriber for approval. They confirm prior auth status, handle PDMP checks, document every refill in the EHR, and protect the prescriber's clinical time. For psychiatry practices, this role recovers hours of provider time per week.
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Spravato / TMS Coordinator
A psychiatry Spravato and TMS coordinator runs the prior auth, REMS enrollment, and treatment cycle scheduling for Spravato and TMS patients. They coordinate insurance authorization, track session counts, manage the REMS database for Spravato, schedule the 2-hour observation window, and run patient outreach for missed sessions. For practices that offer interventional psychiatry, this role protects the highest-revenue line in the practice.
Frequently asked questions
Can a virtual assistant handle controlled substance refill requests?
A controlled substance refill triage coordinator is a psychiatry virtual assistant who triages controlled and non-controlled refill requests, runs PDMP checks where required, and routes the request to the prescriber for approval - they never sign or transmit prescriptions on their own.
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Do you support Spravato or TMS practices?
A Spravato and TMS coordinator is a psychiatry virtual assistant trained on REMS enrollment, prior auth, session scheduling, and the 2-hour observation workflow.
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Which psychiatry EHRs are your virtual assistants trained on?
A psychiatry virtual assistant is a remote staff member who works inside SimplePractice, TheraNest, Epic, athenahealth, ICANotes, DrChrono, and Valant on day one. Other behavioral health EHRs are trained before the placement's start date.
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Are psychiatry virtual assistants HIPAA compliant?
A psychiatry virtual assistant is a HIPAA-certified remote staff member who is retested quarterly and covered by a signed Business Associate Agreement. EHR access is logged through our managed client dashboard.
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What does a psychiatric virtual assistant do day-to-day?
A psychiatric virtual assistant is a virtual medical assistant trained on the cadence of medication management - 15-minute med checks, controlled-substance refill triage, PDMP queries, labs review (lithium levels, AIMS, EKG), and Spravato / TMS REMS scheduling. You will get a remote staff member who keeps the refill inbox at zero and protects the prescriber's clinical time.
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Can a virtual scheduler for psychiatry manage recurring weekly visits and waitlists?
A psychiatry virtual scheduler is a remote staff member who books recurring weekly therapy slots, holds the 15-minute med-check cadence for psychiatrists, fills openings from the waitlist immediately, and runs no-show outreach with the warmth behavioral health requires. You will run a full caseload with empty-slot rates below 5 percent.
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