Company: Confidential (US-Based Counseling & Mental Health Practice)
Division: Administrative & Practice Support
Industry: Healthcare, Mental Health & Virtual Administrative Services
Location: 100% Remote (Work from Anywhere in South Africa)
Position Type: Full-Time Permanent (40 Hours/Week)
Working Hours: Monday to Friday, 09:30 AM – 06:30 PM Eastern Time (ET)
Career Level: Entry-Level / Junior Associate
Posted Date: 25 September 2026
Closing Date: 25 October 2026
About the Client & The Virtual Assistant Role
Our client is a US-based counseling practice dedicated to empowering individuals, couples, and families through culturally competent, trauma-informed therapy that promotes emotional healing and personal growth in a safe environment.
The client is seeking an empathetic, discreet, and tech-savvy Virtual Assistant to join their team remotely. In this role, you will manage day-to-day practice operations, handle client intake calls, schedule appointments, process billing, manage video links, and assist with procedure documentation using specialized cloud software.
Key Responsibilities & Daily Deliverables
The Virtual Assistant will execute administrative tasks across four primary operational areas:
1. Client Communication & Appointment Scheduling
- Front-Line Support: Answer inbound phone calls and promptly return client messages with empathy and professionalism.
- Calendar Management: Schedule client appointments, manage session video links, and issue reminders using practice management tools.
2. Billing & Verification Operations
- Patient Intake & Verification: Perform client verification tasks, collect intake details, and ensure data integrity.
- Billing Administration: Process client billing, invoice tracking, and payment follow-ups on cloud practice platforms.
3. Systems & Procedure Documentation
- Process Documentation: Create structured bullet-point procedures, prepare written documentation samples, and assist with staff onboarding.
- Multi-System Operations: Navigate seamlessly across practice software, video tools, and communication channels.
4. Practice Support & Confidentiality
- Data Protection: Maintain absolute discretion and strict compliance with client privacy and confidentiality guidelines.
- Task Execution: Multitask effectively in a fast-paced virtual healthcare setting while adhering to operational deadlines.
Candidate Profile & Minimum Entry Requirements
To qualify for consideration for this remote Virtual Assistant position, candidates must meet the following criteria:
- Language & Communication Proficiency:
- C2 Native/Near-Native English Level (exceptional written and verbal communication skills essential).
- Software & Tool Ecosystem:
- Familiarity or working experience with SimplePractice (or similar medical/counseling practice management software).
- Proficiency in Google Workspace (Gmail, Docs, Sheets, Calendar), Trello, and Weave.
- Experience & Attributes:
- Experience in virtual administration, medical/mental health receptionist duties, or practice management support.
- Empathetic, discreet, highly organized, and quick to master new digital platforms.
- Proven ability to multitask and manage confidential patient data with integrity.
- Work Environment Requirements:
- Dedicated quiet home-office setup with a reliable high-speed internet connection and backup power solution to support US Eastern Time shift hours (09:30 AM – 06:30 PM ET).
What the Role Offers
- Dollar-Linked Compensation: Flexible payout options in USD or Local Currency (ZAR) based on candidate preference.
- 100% Work-From-Home: Enjoy full-time remote working flexibility from anywhere in South Africa.
- Empathetic Work Culture: Support a meaningful mental health and counseling organization dedicated to trauma-informed care.
Career Advice for Virtual Assistant Applicants
- Highlight SimplePractice & US Admin: Explicitly feature any past experience with SimplePractice, US healthcare billing, or American client support on page 1 of your CV.
- Confirm Shift Alignment: State clearly on your application that you are available to work the required 09:30 AM to 06:30 PM ET shift (afternoon/evening in SA standard time).
- Complete Quick Application: Complete the short 5-minute website application form immediately upon clicking through to secure early screening.
Sample Virtual Assistant Interview Questions
Practice Management & Confidentiality
- Question (Client Empathy & Privacy): “How do you maintain strict patient confidentiality while managing sensitive client intake calls and billing inquiries?”
- Question (Multi-System Tasking): “How do you organize your workflow when scheduling appointments on SimplePractice while managing calls via Weave and documenting procedures on Trello?”
How to Apply
Submit your application directly via the short 5-minute online application form:
- Position: Virtual Assistant (Counseling Practice)
- Location: 100% Remote (South Africa)
- Shift Hours: Mon–Fri, 09:30 AM – 06:30 PM ET
- Payout: USD or Local Currency (ZAR)
- Closing Date: 25 October 2026