Practice Administrator
Orion Mental Health LLC
Full-Time | Hybrid (approx. 80% remote), Twin Cities, MN | $25–$35 / hour, DOE
ABOUT ORION MENTAL HEALTH
Orion Mental Health LLC is a growing Twin Cities Adult Rehabilitative Mental Health Services (ARMHS) provider dedicated to helping clients build stability and independence. As we expand, we're looking for an organized, detail-driven Practice Administrator to run the operational backbone of our practice, including client intake, insurance and billing support, records, and staff compliance, so our clinical team can focus on client care.
ABOUT THE ROLE
This is a mission-critical position for our practice. The Practice Administrator reports directly to the Program Director and owns day-to-day operations: coordinating client intake from first contact through onboarding, verifying insurance eligibility and resolving claim issues, maintaining accurate client and staff records, and serving as the primary point of contact for the entire company. We're looking for someone who takes ownership, communicates clearly, and can be trusted with sensitive client information.
KEY RESPONSIBILITIES
- Serve as the primary point of contact for the company, answering all incoming company calls and routing or resolving inquiries from clients, referral sources, staff, and payers
- Manage the full client intake and onboarding sequence, including first contact, scheduling and confirming Diagnostic Assessments (DA), Functional Assessments (FA), and Individual Treatment Plans (ITP), and in-person or community intakes when needed
- Maintain accurate, organized client records and documentation, including client folders and Releases of Information (ROIs), and track ROI renewal and expiration dates so care coordination never lapses
- Enroll new clients into our client management system and confirm they're linked to the correct assigned staff member
- Communicate with referral sources by acknowledging new referrals, providing status updates as clients move through intake, and keeping an organized log of all referral communications
- Retrieve payer documentation and complete monthly insurance eligibility verification through MN–ITS and payer portals (e.g., UCare, Medica, BCBS, Hennepin Health)
- Manage insurance denials by identifying denial reasons, coordinating corrected claims, and maintaining a denial log to track outcomes and catch recurring issues
- Perform visit verification and timesheet reconciliation, including client confirmation calls, weekly timesheet collection, and cross-checking signed timesheets against submitted documentation
- Run new-hire onboarding end to end, including collecting required paperwork and work-eligibility documents, verifying employment and training history with previous employers, and confirming required training compliance
- Set up new hires with the system access and accounts they need, train them on how to use each system, and set up payroll in ADP
- Serve as the practice's front desk and the first point of contact for clients, families, and referral sources
REQUIRED QUALIFICATIONS
- Associate's or Bachelor's degree in Business, Healthcare Administration, or Human Resources
PREFERRED QUALIFICATIONS
- Experience in ARMHS, home- and community-based mental health services, or healthcare administration
- Working knowledge of MN–ITS and payer/insurance portals for eligibility verification and claims
- Experience with client intake processes in a healthcare or behavioral health setting
- Strong organizational skills and attention to detail, with the discretion to handle HIPAA-protected client information
- Comfortable working with digital client record-keeping and documentation systems
COMPENSATION & SCHEDULE
- $25–$35 per hour, depending on experience
- Full-time, hybrid schedule with approximately 80% remote work, based in the Twin Cities, MN metro area only.
- Please do not apply if you do not live in MN or live too far from Twin Cities Metro Area
Pay: $25.00 - $35.00 per hour
Benefits:
Education:
Experience:
- Healthcare or Admin: 2 years (Required)
Work Location: Hybrid remote in Minneapolis, MN 55447
