Hybrid Administrative Assistant – Private Counseling Practice
We are a growing, client-centered private counseling practice seeking a highly organized, empathetic, and tech-savvy Administrative Assistant (who has one of those amazing administrative brains!!) to join our team in a remote capacity. This role is essential in helping new and existing clients feel supported from their first interaction, while ensuring seamless administrative operations behind the scenes. We value our team members and believe that if we support and invest in each other, we will all have what we need to do what we are passionate about - help others.
Key Responsibilities:
Client Onboarding & Support:
- Be warm, welcoming, and engaging with new clients to ensure a positive first impression.
- Guide clients through the intake process, including verifying insurance, explaining benefits, getting them set up in our medical Electronic Health Record (EHR) system, and helping them to complete intake forms.
- Clearly communicate our billing process, including out-of-pocket costs, co-pays, and claim submissions.
Communication & Customer Service:
- Answer and manage a high volume of incoming calls with professionalism and care—screening, routing, and following up as needed.
- Communicate effectively across platforms: phone, text, email, and occasional video calls.
- Provide timely, accurate information to clients, insurance companies, vendors, and co-workers.
- Maintain a distraction-free environment for calls and client communications.
Scheduling & Coordination:
- Work with providers to determine client appropriateness, match clients with the best provider considering provider specialties, availability, insurance panelings, etc.
- Coordinate medication needs, refills, and documentation with our in-house prescriber and local pharmacies.
- Assist in managing medication-related calls, prior authorizations, and follow-ups.
Administrative Tasks:
- Maintain accurate and up-to-date client records in the EHR and our phone system.
- Process client payments and insurance claims efficiently.
- Verify insurance benefits, update client charts, and educate clients about their mental health coverage.
- Scan and upload documents, fax records, create , and assist with patient intake forms.
- Follow-up on rejected claims, unpaid balances, and other billing issues.
- Log phone notes and communications thoroughly and accurately.
Key Qualities We’re Looking For:
- Excellent phone and written communication skills—you should be clear, concise, and compassionate (experience with Weave a plus, but will train).
- Problem-solving is a MUST! You should be resourceful, proactive, and solutions-oriented.
- Comfortable working independently in a quiet, distraction-free home environment.
- Detail-oriented and able to manage multiple tasks without sacrificing accuracy.
- Familiarity with insurance verification and behavioral health billing (experience with Office Ally and Availity a plus, but will train).
- Familiarity with licensing and insurance paneling for providers (a plus, but will train).
- Comfortable using EHR systems (experience with Intake Q/Practice Q, a plus but will train).
- Tech-savvy and capable of learning new systems quickly.
- Personal or professional experience with mental health growth (highly valued).
Candidate Location & Work Hours
We are asking that the interested candidate be willing to work in-person at the Johnstown OR Curwensville office until fully trained. Once training is complete, co-working relationships and routines are established, moving to fully-remote may be an opportunity. If the candidate prefers to work fully in-person, that will also be supported. Candidate's schedule can be negotiated (full-time, part-time, split time, days of the week, start and end times).
Mount North celebrates diversity in all aspects of identity, life, and professional experiences and we are excited about what we can learn from each of our team members, clients, and communities.
Job Type: Part-time
Pay: $13.00 - $19.00 per hour
Benefits:
- 401(k)
- Flexible schedule
- Paid time off
Work Location: Hybrid remote in Johnstown, PA 15904
