Administrative Coordinator (Behavioral Health)

Administrative Coordinator (Behavioral Health) New Pathways Behavioral Health Services Littleton, CO Job Details Part-time From $28 an hour 1 hour ago Qualifications Health insurance verification via online portal Patient scheduling systems Insurance prior authorization Multitasking EHR systems SimplePractice Ability to follow instructions Front desk Professionalism Behavioral health Full Job Description Administrative Coordinator (Medication & Therapy Services) The Administrative Coordinator is responsible for ensuring the smooth flow of administrative operations for our medication and therapy providers. This position manages patient scheduling in Headway and SimplePractice, verifies insurance coverage, leads medication prior authorization (PA) processes, supports some billing and claims follow-up, monitors patient, insurance and pharmacy communication for patient needs, and provides professional, prompt communication on behalf of our clinicians. This role directly supports patient access to medication and continuity of care.

Key Responsibilities:

Patient Scheduling & Coordination Handle faxes, emails, voicemails, texts, phone calls, and documentation requests promptly and in a timely manner. Manage and monitor the Headway and SimplePractice scheduling calendar for two to three clinicians. Coordinate scheduling exceptions and reschedules in collaboration with the medication and/or therapy provider Ensure synchronization between Headway and SimplePractice EHR schedules Insurance & Coverage Management Submit help-desk tickets through Headway and/or SimplePractice to verify eligibility and resolve insurance and/or EHR issues Conduct insurance benefit verifications (Medicaid and commercial plans) Follow up on missing or invalid patient credit-card information Medication Prior Authorizations & Insurance Coordination Prepare, submit, and track medication prior authorizations (PAs) for psychiatric medications Actively manage and follow up on PA determinations, including denials and appeals Communicate directly with insurance companies to resolve PA requirements, coverage questions, and authorization barriers Coordinate with pharmacies to troubleshoot prescription issues, rejections, or delays Work closely with providers to obtain required clinical documentation for PA approval Ensure timely submission and follow-through to prevent treatment delays for patients Maintain accurate documentation of all PA activity and communication with provider, pharmacy and patient. Patient Communication & Portal Management Review and triage patient-portal messages, including refill requests and general inquiries Prioritize urgent medication-related requests and respond in a timely, responsive manner Forward messages appropriately and document communication accurately in the EHR Provide professional, warm, and prompt communication to patients and external contacts Qualifications Prior experience in a behavioral-health or medical office Experience with medication prior authorizations, insurance calls, or pharmacy coordination strongly preferred Proficiency with telehealth platforms (SimplePractice, Headway, or similar) Strong communication skills, written and verbal, with a kind, compassionate, professional tone Demonstrated reliability and responsiveness during assigned business hours Excellent attention to detail and organizational habits Ability to multitask, prioritize, and follow structured systems Ability to follow instructions effectively. Reliable high-speed internet and a quiet, professional remote work environment Schedule & Compensation Employment type: 1099 contractor

Part-Time Schedule:

Task-based work Active work time: ~5-15 hours per week (asynchronous, task-based)

Hourly:

$28/hr Performance review: every 3 months, with opportunities for compensation growth based on reliability, task independence, efficiency, and responsiveness Ideal Candidate You'll fit this role well if you: Take ownership of complex processes like prior authorizations and follow them through to resolution Communicate kindly and calmly with patients, insurance companies, and pharmacies Are highly responsive and reliable during assigned business hours Are persistent and solutions-oriented when navigating insurance barriers Take pride in accuracy and follow-through Can balance independent work with responsiveness during assigned business hours Value a positive, supportive team environment

Job Type:

Part-time Pay:

From $28.00 per hour Application Question(s): How many years experience do you have with medication prior authorizations (PAs)? Would you be able to provide one or two professional references during the initial interview? This job offers about 1-3 hours per day of administrative task work. What hours of the day from Monday through Friday would you be available to make phone calls to patients and complete other administrative tasks?

Experience:

EHR scheduling: 1 year (Preferred)

Work Location:

Hybrid remote in Littleton, CO 80127