CW Psychological Services seeks a talented administrative associate to support our growing practice and community. The Front Desk Office Administrator plays a critical role in ensuring the smooth operation of our counseling center by managing client interactions, supporting clinicians, and handling front office operations, including billing and insurance coordination.
Responsibilities:
Prioritize client care and provide exceptional customer service while handling phone calls and email communications, ensuring timely responses to inquiries.
Schedule initial sessions for clinicians and manage rescheduling/cancellations.
Handle client issues and escalate, as needed.
Conduct insurance verifications and gather necessary client information.
Maintain and distribute reports for documentation to keep staff informed.
Conduct research to identify potential partnerships and referral sources and connect with them via phone call or email.
Work with the referral coordinator and use the Active Campaign portal for marketing efforts.
Create and distribute marketing materials, such as flyers and newsletters.
Distribute information regarding insurance updates impacting the practice.
Manage outreach programs and ensure continuous connections with referral sources to maintain steady referrals.
Assist with monthly training distributions and performance evaluations.
Handle and send out company policy communications.
Manage day-to-day operations of the office, including maintenance requests and vendor coordination.
Verify insurance eligibility and benefits for mental health services.
Collect co-pays, deductibles, and out-of-pocket payments at time of service.
Accurately enter and update insurance and billing information in the system.
Submit insurance claims via electronic health records (EHR) or billing software.
Follow up on unpaid claims and denied reimbursements, working with payers and clients as needed.
Generate patient statements and communicate outstanding balances professionally and sensitively.
Maintain billing records and reconcile daily transactions.
Coordinate with the Billing Manager or third-party billing provider if applicable.
Schedule Requirements:
This position generally works 40 hours per week with potential for overtime. The schedule may be flexible based on practice needs and client flow.
Compensation: $16 to $19 per hour, depending on experience.
