Client Communication & CRM Management Inquiries & Onboarding:

Monitor and manage incoming inquiries across multiple sources and channels. Respond promptly to prospective clients, send consultation confirmation emails, and manage intake/consultation reminders. Conduct consultation calls with prospective clients, helping them find the best fit mental health resources.

Phone & Email Coverage:

Check practice voicemails at least twice daily (AM/PM) and respond to or clear calls promptly. Manage email inbox, sorting correspondence and escalating priority items to management.

CRM Engagement:

Check and respond to CRM messages and conduct outreach at scheduled intervals (morning, end-of-day). 2.

Scheduling & Calendar Operations Appointment Coordination:

Schedule initial therapy intakes, psychological testing sessions, and consultation calls in EHR.

Cancellations & Rescheduling:

Process appointment cancellations and according to practice policy, fee structures and guidelines. Perform biweekly rescheduling checks and outreach to help ensure continuity of care.

Calendar Audits:

Monitor therapist calendars for daily/weekly holds, appropriate break times, action items and general scheduling flow. 3.

Billing & Administrative Audits Daily Billing Checks:

Search billing transactions to verify patient balances, sending daily balances/reminders to assigned clinicians.

Monthly Superbills:

Generate, review, and distribute monthly superbills to designated clients via the secure portal.

Insurance & Deposits:

Verify insurance eligibility (Excellus BCBS, Aetna vs. out-of-network/unaccepted plans), manage deposit checks, and track clinician caseloads.

Biweekly Checks:

Audit therapist timecards/session counts for payroll verification, conduct note-completion audits, and send reminders to clinicians for unfinished documentation. 4.

Practice Operations & Compliance Maintenance Credentialing & Renewals:

Track expiration dates for therapist liability insurances, licenses, and permits, setting calendar reminders and sending email reminders to ensure timely renewals.

Inventory Management:

Conduct monthly inventory audits and re-order office supplies when low in stock.

Data Tracking:

Calculate and prepare weekly, monthly, and quarterly reports of essential operations.

Document Handling:

Securely scan, upload, and physically file patient records in accordance with HIPAA standards.

Qualifications & Skills Experience:

Experience in healthcare administration, medical billing/coding, or mental health practice operations preferred.

Software Proficiency:

Experience with Google Workspace, Practice Management / EHR software, CRM systems, Canva, Adobe PDF editing, and Microsoft Excel/Sheets.

Communication:

Exceptional written and verbal communication skills, with a professional, compassionate tone for client outreach.

Organization & Detail:

Strong organizational skills with the ability to maintain compliance, catch billing discrepancies, and proactively follow up on outstanding tasks.

Pay:

$20.00 - $22.00 per hour

Benefits:

Flexible schedule Application Question(s): Are you able to check-in (remotely, by checking the practice phone and your email) twice per day (morning and afternoon), Monday - Friday?

Work Location:

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