Administrative Coordinator (Medication & Therapy Services) Remote only
The Administrative Coordinator is responsible for ensuring the smooth flow of administrative operations for our medication and therapy providers. This position manages patient scheduling in Headway and SimplePractice, verifies insurance coverage, leads medication prior authorization (PA) processes, supports some billing and claims follow-up, monitors patient, insurance and pharmacy communication for patient needs, and provides professional, prompt communication on behalf of our clinicians.
This role directly supports patient access to medication and continuity of care.
Key Responsibilities:
Patient Scheduling & Coordination
- Handle faxes, emails, voicemails, texts, phone calls, and documentation requests promptly and in a timely manner.
- Manage and monitor the Headway and SimplePractice scheduling calendar for two to three clinicians.
- Coordinate scheduling exceptions and reschedules in collaboration with the medication and/or therapy provider
- Ensure synchronization between Headway and SimplePractice EHR schedules
Insurance & Coverage Management
- Submit help-desk tickets through Headway and/or SimplePractice to verify eligibility and resolve insurance and/or EHR issues
- Conduct insurance benefit verifications (Medicaid and commercial plans)
- Follow up on missing or invalid patient credit-card information
Medication Prior Authorizations & Insurance Coordination
- Prepare, submit, and track medication prior authorizations (PAs) for psychiatric medications
- Actively manage and follow up on PA determinations, including denials and appeals
- Communicate directly with insurance companies to resolve PA requirements, coverage questions, and authorization barriers
- Coordinate with pharmacies to troubleshoot prescription issues, rejections, or delays
- Work closely with providers to obtain required clinical documentation for PA approval
- Ensure timely submission and follow-through to prevent treatment delays for patients
- Maintain accurate documentation of all PA activity and communication with provider, pharmacy and patient.
Patient Communication & Portal Management
- Review and triage patient-portal messages, including refill requests and general inquiries
- Prioritize urgent medication-related requests and respond in a timely, responsive manner
- Forward messages appropriately and document communication accurately in the EHR
- Provide professional, warm, and prompt communication to patients and external contacts
Qualifications
- Prior experience in a behavioral-health or medical office
- Experience with medication prior authorizations, insurance calls, or pharmacy coordination strongly preferred
- Proficiency with telehealth platforms (SimplePractice, Headway, or similar)
- Strong communication skills, written and verbal, with a kind, compassionate, professional tone
- Demonstrated reliability and responsiveness during assigned business hours
- Excellent attention to detail and organizational habits
- Ability to multitask, prioritize, and follow structured systems
- Ability to follow instructions effectively.
- Reliable high-speed internet and a quiet, professional remote work environment
Schedule & Compensation
- Employment type: 1099 contractor
- Part-Time
- Schedule: Task-based work
- Active work time: ~5-15 hours per week (asynchronous, task-based)
- Hourly: $28/hr
- Performance review: every 3 months, with opportunities for compensation growth based on reliability, task independence, efficiency, and responsiveness
Ideal Candidate
You’ll fit this role well if you:
- Take ownership of complex processes like prior authorizations and follow them through to resolution
- Communicate kindly and calmly with patients, insurance companies, and pharmacies
- Are highly responsive and reliable during assigned business hours
- Are persistent and solutions-oriented when navigating insurance barriers
- Take pride in accuracy and follow-through
- Can balance independent work with responsiveness during assigned business hours
- Value a positive, supportive team environment
Job Type: Part-time
Pay: From $28.00 per hour
Application Question(s):
- This role involves patient communication, insurance, prior authorizations, pharmacy coordination, billing support, and access to healthcare systems. Are you comfortable following HIPAA, confidentiality, and privacy requirements?
- Would you be able to provide one or two professional references during the initial interview?
- This role requires accurate time tracking and billing only for actual time worked, including small increments of time when appropriate. Are you comfortable tracking and reporting your time accurately for administrative tasks?
- What hours of the day from Monday through Friday would you be available to make phone calls to patients and complete other administrative tasks?
- This is a flexible 1099 contractor role that will generally provide at least 5 hours per week and usually averages around 10-15 hours per week, with the possibility of additional hours depending on patient/admin needs and your availability. Are you comfortable with a flexible part-time contractor role where the weekly workload may vary, but accurate time tracking is required?
Work Location: Hybrid remote in Littleton, CO 80127
