Administrative Assistant

Company Description We are a neuropsychology-driven brain wellness practice integrating evidence-based assessment and intervention with a whole-person approach. Our mission is to promote cognitive health across the lifespan through clinical care, education, and prevention. Our team values collaboration, innovation, and compassion in helping individuals optimize brain function and quality of life. We are a growing, values-driven practice with a collaborative, wellness-oriented culture. We're looking for a detail-oriented, proactive virtual assistant to support our administrative operations and help us run smoothly behind the scenes. Position Summary The Administrative Assistant will provide hybrid administrative and operational support to ensure the smooth functioning of the practice. This role requires excellent communication skills, a high degree of professionalism, and comfort working in a healthcare environment with sensitive patient information.

Responsibilities Scheduling Calendar Management:

Coordinate client appointments, manage clinician calendars, and appointment confirmations and reminders.

Communication:

Serve as the first point of contact for client inquiries via phone, email, and secure messaging; provide information about services, fees, intake procedures, and follow-up outreach. Prompt to return missed calls within same day. Monitor and manage the practice email inbox, phone/voicemail, draft responses, and route inquiries

Intake Coordination:

Send, collect, and organize intake paperwork, questionnaires, and relevant medical/educational records prior to evaluations.

Insurance and Billing Support:

Verify insurance benefits, obtain prior authorizations when needed, create superbills, follow-up on claims, and follow up on outstanding balances.

Document Management:

Organize and maintain electronic patient files, upload documents to the EHR/practice management system, and ensure records are complete and compliant. Maintain spreadsheets, track case volume, and pull reports from the EHR. Coordinate report delivery to clients and referring providers.

Referral Management:

Process and track incoming referrals, collect records, maintain referral source databases, and communication with referring providers.

General Administrative Tasks:

Manage practice email, order supplies, coordinate with vendors, assist with special projects as needed, and general practice management tasks Qualifications High school diploma or equivalent; associate's or bachelor's degree preferred 3+ years of VA or administrative experience in healthcare, with a preference of experience in mental health Exceptional discretion — comfort working with confidential patient information (HIPAA) Familiarity with HIPAA regulations and commitment to maintaining patient confidentiality Proficiency with Microsoft Office Suite and scheduling tools Proficiency in EHR platforms (or ability to learn quickly), Excellent written and verbal communication skills. Highly organized with strong attention to detail and the ability to manage multiple tasks simultaneously. Reliable internet connection and a quiet, private workspace suitable for handling protected health information. Highly reliable Experience with medical billing or insurance a strong plus

Preferred:

Experience in a neuropsychology, psychology, or psychiatry practice. Familiarity with neuropsychological testing procedures and report terminology. Experience with insurance verification and medical billing (CPT and ICD-10 coding). Compensation Benefits Competitive hourly rate commensurate with experience Flexible remote work schedule within agreed windows Opportunity for increased hours as the practice grows. Supportive, collegial work environment with a small, dedicated team. How to Apply Please submit your resume and a brief cover letter describing your relevant experience and interest in the position to admin@pvneuro.com. In your cover letter, please highlight any experience working in a behavioral health or medical setting. We look forward to hearing from you!

Job Type:

Part-time Expected hours: 10.0 - 20.0 per week Application Question(s): Proficient in Microsoft Office Suite Able to provide some in office work at Ponte Vedra office, as needed?

Education:

High school or equivalent (Required)

Experience:

Behavioral Health or Medical Administrative:

3 years (Required)

Work Location:

Hybrid remote in Ponte Vedra Beach, FL 32082