Behavioral Health Practice Coordinator / Medical Administrative Assistant Connected Thoughts Counseling PLLC Alexandria, VA Job Details Part-time | Contract $25 - $30 an hour 12 hours ago Benefits Paid time off Qualifications Insurance medical billing Medical billing Patient billing Medical billing account reconciliation Patient collections management Full Job Description Connected Thoughts Counseling PLLC Alexandria, Virginia - Hybrid Part-Time | 1099

Contract Office Location:

600 Cameron Street Historic Old Town Alexandria, VA 22314 About Connected Thoughts Counseling Connected Thoughts Counseling PLLC (CTC) is a growing psychotherapy and behavioral health group practice serving clients throughout Virginia through both in-person and telehealth services. We are seeking an experienced, organized, and dependable Behavioral Health Practice Coordinator / Medical Administrative Assistant to help manage the day-to-day administrative operations of the practice. This position is ideal for someone with prior experience supporting a mental health, psychotherapy, counseling, psychiatry, behavioral health, or medical practice who understands the administrative processes involved with electronic health records, insurance credentialing, billing coordination, scheduling, payroll preparation, client communication, referral management, and social media. The person in this role will work closely with CTC leadership, clinicians, our contracted medical billing professional, credentialing specialist, and other professional partners to ensure that administrative responsibilities are followed through to completion and the practice remains organized, responsive, and professional. Key ResponsibilitiesPractice Administration & Client Support Answer and return calls from current and prospective clients. Respond to general administrative emails and client inquiries. Assist clients with scheduling, insurance-related administrative questions, and basic care coordination. Manage provider calendars, appointment availability, and scheduling changes. Monitor administrative email accounts and ensure requests are addressed or routed to the appropriate person. Provide administrative support to clinicians as needed. Maintain professional, compassionate, and HIPAA-compliant communication with clients and providers. Help ensure continuity of administrative operations when practice leadership or clinical staff are unavailable. TherapyNotes & Electronic Health Record Administration Work within TherapyNotes to support scheduling, practice administration, insurance, and billing workflows. Maintain accurate provider schedules and administrative information. Assist with maintaining patient insurance and payer-related information. Coordinate with our billing professional to enter and maintain contracted insurance reimbursement rates and CPT fee schedules within TherapyNotes. Help identify discrepancies involving contracted rates, claims, and insurance reimbursement. Maintain organized documentation related to payer participation, reimbursement rates, and insurance contracts. Insurance Credentialing & CAQH Maintain and update provider CAQH profiles . Track CAQH attestations, credentialing deadlines, licenses, malpractice insurance, practice addresses, NPIs, and other required provider documentation. Coordinate with CTC's credentialing specialist regarding pending applications, payer enrollment, and outstanding documentation. Maintain an organized credentialing tracker showing each provider's status with insurance companies. Follow up on outstanding credentialing items and communicate updates to practice leadership. Help maintain accurate provider demographic information across CAQH, NPI/NPPES, insurance companies, and payer portals. Organize payer contracts, fee schedules, credentialing correspondence, and effective dates. Billing & Insurance Coordination Work closely with CTC's contracted medical billing professional. Help ensure insurance and payer information is entered accurately into TherapyNotes. Assist with insurance eligibility and benefit verification when needed. Help organize contracted reimbursement rates for commonly used psychotherapy CPT codes. Track administrative issues that may affect claims processing or reimbursement. Coordinate follow-up between billing, credentialing, clinicians, and practice leadership. Help ensure outstanding billing or credentialing issues are followed through to resolution. Payroll & Gusto Support Assist with preparing payroll information through Gusto . Review clinician hours, administrative hours, and other approved compensation information before payroll is processed. Calculate psychotherapy compensation according to established W-2 and independent contractor compensation structures. Coordinate with practice leadership, billing, and accounting professionals to help ensure payroll information is accurate. Maintain organized payroll documentation and identify discrepancies before payroll deadlines. Experience with Gusto or a similar payroll/HR platform is strongly preferred. Social Media, Marketing & Referral Management Help manage CTC's professional social media accounts. Create, schedule, and publish appropriate content related to mental health education, practice updates, community resources, provider availability, and CTC services. Coordinate social media content with practice leadership and clinicians when appropriate. Monitor general social media inquiries and ensure confidential or clinical matters are redirected through appropriate HIPAA-compliant communication channels. Maintain accurate provider biographies, services, office information, and practice information across online platforms. Manage and update referral directories such as Psychology Today, Zocdoc, Google Business Profile , and other approved platforms. Promote newly credentialed clinicians and available appointment openings. Assist with developing referral relationships with physicians, schools, community organizations, therapists, psychiatrists, and other healthcare professionals. Track referral sources to help determine which marketing efforts and directories are generating client inquiries. Assist with community outreach, basic marketing campaigns, and practice announcements. Ensure marketing and social media content consistently reflects the professional and compassionate image of Connected Thoughts Counseling. Preferred Qualifications Candidates should ideally have previous experience working in a behavioral health, psychotherapy, counseling, psychiatry, or medical practice . Experience with one or more of the following is strongly preferred: TherapyNotes or another behavioral health EHR/practice-management system CAQH provider profiles Insurance credentialing and payer enrollment Insurance eligibility and benefit verification Payer portals Behavioral health or medical billing workflows Insurance fee schedules and contracted reimbursement rates Common outpatient psychotherapy CPT codes, including 90791, 90832, 90834, and 90837 Gusto or another payroll/HR platform Provider scheduling and calendar management Psychology Today, Zocdoc, Google Business Profile, or similar referral platforms Social media management for a healthcare, mental health, or professional services organization Canva or similar content-creation platforms HIPAA-compliant handling of protected health information Ideal Candidate We are looking for someone who is: Highly organized and comfortable managing multiple administrative priorities. Reliable and able to independently follow tasks through to completion. Detail-oriented when working with reimbursement rates, payroll calculations, insurance information, and provider records. Comfortable communicating with clients, clinicians, insurance companies, billing professionals, credentialing specialists, and referral partners. Familiar with the unique administrative needs of a psychotherapy or behavioral health group practice. Comfortable learning new systems and troubleshooting administrative problems. Professional, compassionate, and responsive when communicating with individuals seeking mental health services. Comfortable creating and managing professional social media content. Able to recognize when an issue should be escalated to clinical leadership, billing, credentialing, accounting, or practice ownership. Schedule & Work Environment This is a hybrid position supporting our practice in Historic Old Town Alexandria, Virginia. Responsibilities will include a combination of: In-office administrative support Authorized remote administrative work Telephone and client communication Scheduling and calendar management Social media and referral management Coordination with clinicians and outside contractors Regular use of TherapyNotes, Gusto, CAQH, payer portals, email, social media platforms, and scheduling systems Availability during regular weekday business hours is important so clients, clinicians, insurance representatives, billing professionals, credentialing specialists, and referral partners can receive timely administrative support. Why Join Connected Thoughts Counseling? Connected Thoughts Counseling is building a collaborative group practice where clinicians can focus on providing high-quality care while having strong administrative systems supporting their work. This position will play an important role in strengthening those systems and will work directly with practice leadership to improve scheduling, billing coordination, credentialing, payroll organization, referral development, social media, and overall practice operations. Candidates with previous experience helping manage the administrative operations of a group psychotherapy, counseling, or behavioral health practice are strongly encouraged to apply. How to Apply Please submit your resume along with a brief description of your experience in behavioral health, medical, or psychotherapy practice administration. Applicants are encouraged to specifically identify experience with: TherapyNotes CAQH Insurance credentialing Medical or behavioral health billing Insurance fee schedules and reimbursement rates Gusto payroll Provider scheduling Social media management Psychology Today, Zocdoc, or other referral platforms Behavioral health practice management Prior experience working directly with a group psychotherapy, counseling, or behavioral health practice is strongly preferred.

Pay:

$25.00 - $30.00 per hour Expected hours: 20.0 - 30.0 per week

Benefits:

Paid time off

Work Location:

Hybrid remote in Alexandria, VA 22314