Healthcare Administrative Coordinator Hours:

15-20 hours per week

Location:

Newport News, VA — Hybrid (In-Office & Remote)

Schedule:

Monday-Friday; preference for availability around 12:00 PM-3:00

PM Position Type:

Part-Time Independent Contractor (1099) About Mindful Communication Group Mindful Communication Group (MCG) is a therapist-owned, multidisciplinary practice providing holistic, client-centered mental health and speech therapy services. As our practice continues to grow, we are seeking a reliable, organized, and personable Healthcare Administrative Coordinator to support our Newport News office and administrative operations. Our administrative team plays an important role in the client experience. From answering the phone and scheduling an appointment to verifying insurance information and communicating with clinicians, this position helps ensure that clients and families receive a professional, responsive, and welcoming experience. About the Role The Healthcare Administrative Coordinator will provide hands-on administrative support for MCG's Newport News office and will work closely with our clinicians, leadership, and billing team. This is a client-facing healthcare administrative role. The ideal candidate has at least one year of healthcare administrative experience and is comfortable working with patients/clients, insurance information, scheduling, phones, and electronic healthcare systems. We are particularly interested in candidates with experience in behavioral health, mental health, speech therapy, physical therapy, occupational therapy, rehabilitation, or another therapy-based practice. We are looking for a Coordinator who understands the fundamentals of healthcare administration and is willing to learn new systems and processes quickly. What You'll Do Client Intake & Administrative Support Respond to incoming calls, messages, voicemails, new-client inquiries, and referrals promptly and professionally Coordinate the intake process from initial inquiry through the first appointment Collect required paperwork and follow up on incomplete information Schedule evaluations, initial appointments, and ongoing appointments as appropriate Manage routine cancellations, rescheduling, and waitlists Match clients with clinicians according to established criteria and availability Follow up with prospective clients and monitor referrals through the first appointment Maintain accurate client demographic, scheduling, and administrative information in MCG's EHR/practice-management system Complete routine records requests, faxing, and administrative correspondence Insurance & Authorization Support Collect and accurately enter insurance information into the EHR Identify authorization requirements and obtain, track, and monitor prior authorizations Verify insurance eligibility and benefits using payer portals and other established resources Obtain, track, and monitor prior authorizations and expiration dates Communicate routine insurance and benefit information to clients Follow up on missing or incomplete insurance information Monitor authorization expiration dates and follow up on outstanding requirements Maintain accurate insurance and authorization information within the EHR Coordinate administrative insurance and billing-related issues with MCG's Billing team Clinician & Practice Administrative Support Maintain awareness of clinician availability and scheduling needs Coordinate new-client assignments according to established MCG criteria Communicate scheduling and administrative updates to clinicians Assist with filling appointment openings and managing scheduling gaps Track outstanding administrative items and follow up through completion Assist with clinician administrative onboarding as needed Maintain administrative trackers and support office projects as assigned What We're Looking For The right person is reliable, organized, responsive, professional, and comfortable working directly with clients and healthcare professionals. You should be comfortable answering phones, managing multiple schedules, navigating healthcare systems, working with insurance information, and following up when something is incomplete or needs attention. We are not looking for someone who needs to be an expert in every area of healthcare administration. We are looking for someone with a solid healthcare administrative foundation who can learn MCG's systems and workflows and become increasingly independent. Required Qualifications At least 1 year of healthcare administrative experience Experience working in a healthcare practice, medical office, or healthcare organization Hands-on experience with insurance eligibility and benefits verification Understanding of common insurance concepts including deductibles, copays, coinsurance, and out-of-pocket maximums Experience determining whether prior authorization is required or assisting with authorization processes Experience using insurance payer portals or other established insurance verification resources Experience scheduling patients/clients and managing appointment changes Comfortable answering phones and communicating professionally with clients, families, clinicians, and other healthcare professionals Strong computer and technology skills Ability to learn new EHR/practice-management systems and follow established workflows Strong attention to detail and accurate data entry Ability to maintain confidentiality and handle protected health information appropriately Reliable transportation for the Newport News office Preferred Qualifications Experience in behavioral health, mental health, speech therapy, physical therapy, occupational therapy, rehabilitation, or another therapy-based practice Experience working in a multidisciplinary practice Experience with Virginia Medicaid/DMAS Experience with Anthem/BCBS, Aetna, UnitedHealthcare, Cigna, Sentara, or other commercial insurance payers Prior authorization experience Referral management experience Experience with SimplePractice or another behavioral health/therapy EHR Experience with Google Workspace or HIPAA-compliant communication platforms Medical billing or revenue-cycle experience Experience supporting multiple clinicians or providers Schedule & Work Arrangement This is a part-time hybrid position based in Newport News, Virginia, with a combination of in-office and remote work. The position is expected to be approximately 15-20 hours per week, with a strong preference for availability around 12:00 PM-3:00 PM Monday-Friday. The specific mix of in-office and remote hours will depend on MCG's operational needs and the assigned responsibilities. Candidates must have reliable transportation to the Newport News office and be comfortable working both independently and in a collaborative office environment. Additional hours and responsibilities may become available over time based on practice needs, performance, and the growth of MCG. Why Join MCG? At MCG, administrative work is an important part of delivering excellent care. The person answering the phone, scheduling an appointment, verifying insurance, or following up on missing information directly impacts whether a client successfully connects to care. You will have the opportunity to work closely with the owners and clinical team of a growing, therapist-owned multidisciplinary practice and contribute directly to the day-to-day success of our Newport News office.

Pay:

From $20.00 per hour Expected hours: 15.0 - 20.0 per week Application Question(s): Do you have at least 1 year of professional healthcare administrative experience? Please briefly describe your experience. Describe your hands-on experience verifying insurance eligibility and benefits. What information do you typically verify? Which insurance payers have you personally worked with? Please list any Medicaid or commercial payers and the portals or systems you used. Are you able to reliably work in our Newport News, VA office as needed and provide approximately 15-20 hours per week, preferably around 12:00 PM-3:00 PM Monday-Friday?

Work Location:

Hybrid remote in Newport News, VA 23606