Overview

Join a growing outpatient mental health practice dedicated to delivering compassionate, high-quality behavioral healthcare. In this vital remote role, you will streamline daily administrative operations, coordinate patient intake and scheduling, support providers, and manage essential billing and documentation workflows. Your bilingual communication skills and detail-oriented approach will ensure a seamless, professional experience for patients and clinical staff alike.

Schedule: Monday – Thursday, 9:00 AM – 5:00 PM EST; Friday, 9:00 AM – 3:00 PM EST (30-minute paid break)

Responsibilities Patient Communication & Administrative Support

• Answer and return phone calls professionally while maintaining patient confidentiality.
• Respond to patient inquiries through the patient portal and email.
• Schedule, reschedule, and confirm patient appointments as needed.
• Maintain accurate patient records within the electronic health record (EHR) system.
• Create administrative chart notes for patient and provider interactions.
• Review incoming faxes, upload documents to patient records, and coordinate follow-up with providers.

New Patient Intake & Onboarding

• Enter new patient information into the practice management system.
• Assist patients with onboarding and intake documentation.
• Verify insurance information and upload insurance cards to patient records.
• Process consent forms and maintain release of information documentation.
• Schedule initial appointments for new patients.

Referral Coordination

• Enter and manage incoming referrals.
• Contact referred patients to initiate services.
• Communicate with referral sources regarding patient status and follow-up when appropriate.

Clinical Documentation Support

• Review provider documentation to ensure progress notes are completed and signed on time.
• Identify documentation inconsistencies, including member information, treatment plans, CPT codes, and clinical language.
• Return incomplete or inaccurate documentation to providers for correction.
• Follow up with providers regarding outstanding documentation requirements.

Billing & Payment Processing

• Process patient payments, including copayments, deductibles, and outstanding balances.
• Record payments accurately within the practice management system.
• Reconcile payments received from multiple insurance companies.
• Respond to basic patient billing inquiries.

Provider Schedule & Caseload Management

• Review provider schedules and identify patients without future appointments.
• Coordinate with providers regarding scheduling needs and follow-up appointments.
• Maintain provider availability schedules and update internal tracking spreadsheets.
• Verify provider availability for new patient referrals.

Documentation & Compliance

• Monitor treatment plans and clinical assessments requiring updates.
• Assist patients with completing required documentation.
• Process medical record requests and releases of information.
• Track unsigned consent forms and missing intake documents.
• Maintain HIPAA compliance across all patient communications and records.

Provider Support

• Assist with onboarding new providers, including account setup and training materials.
• Support therapist scheduling and calendar management.
• Monitor provider compliance with documentation deadlines and credentialing requirements.

Insurance & Patient Support

• Verify Medicaid eligibility through state portals when required.
• Explain insurance benefits, copayments, deductibles, and telehealth requirements to patients.
• Assist patients with prior authorizations and additional documentation requests.

Contractor Payment Administration

• Process weekly contractor payment reports accurately and on schedule.
• Verify completed sessions and reimbursement calculations.
• Maintain payment records and communicate with providers regarding discrepancies.
• Coordinate payment approvals with management.

Marketing & Community Outreach

• Schedule social media content using Loomly.
• Publish approved content to social media platforms.
• Create basic marketing videos and avatar-based content using AI tools such as HeyGen.
• Distribute marketing materials and informational flyers to community partners as needed.

Requirements

• Previous experience in an administrative, medical office, behavioral health, or customer service role.
• Experience using electronic health record (EHR) or practice management systems; SimplePractice experience is highly preferred.
• Strong organizational skills with excellent attention to detail.
• Excellent verbal and written communication skills.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Proficiency with Google Workspace, Microsoft Office, spreadsheets, email, and online collaboration tools.
• Experience with insurance verification, patient scheduling, medical billing, or payment processing is an advantage.
• Experience using Loomly or similar social media scheduling platforms is preferred.
• Experience with HeyGen or similar AI video creation tools is a plus.
• Ability to maintain strict confidentiality and comply with HIPAA requirements.
• Bilingual in English and Spanish is required.

Preferred Qualities

• Professional, dependable, and self-motivated.
• Compassionate with a patient-first approach.
• Strong interpersonal and customer service skills.
• Proactive, detail-oriented, and highly organized.
• Comfortable working independently while collaborating effectively with a remote team.
• Able to meet deadlines and consistently follow established procedures.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance for eligible locations 

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.