Mental Healthcare Virtual Administrative Assistant

This position is for a full-time candidate working for a small mental health practice with one licensed mental health provider. This means all administrative tasks will be handled by this position for this provider.

Responsibilities
As part of your role, you shall be responsible for the following duties and functions:
1. Read, classify, and prioritize emails.
2. Schedule appointments and manage calendars
3. Take notes during meetings
4. Join Zoom calls, take notes, review action items, create tasks
5. Draft and edit documents
6. Create SOPs from existing procedure documents, recorded videos, and Zoom recordings
7. Manage social media accounts
8. Research and compile information
9. Compile reports and presentations
10. Manage client intake process, collecting information for billing and treatment planning.
11. Create a Quality Assurance document that will be completed for each client that keeps track of all items necessary to manage each client and ensure HIPAA compliance. This will be a template that you will create and after management review and approval, will be used to track that all things are completed and on what date for each client.
12. Quality assurance duties to update all HIPAA and insurance information annually.
13. Update treatment plans and send them to management for review and sign-off.
14. Respond to insurance company requests for medical records.
15. Support the transition from paper processes to online, digital format, helping to go paperless.
16. Manage the credentialing process with new insurance companies.
17. Update annual credentialing requirements and renewals for existing insurance companies.
18. Send invoices for client billing for copays and outstanding invoices.
19. Set reminders for annual licensing and credentialing renewals.
20. Set up authorization for Medicaid, Medicare, Veterans Assistance, private insurance, and other insurance companies that require pre-authorization for insurance billing.
21. Work with insurance companies online or on the phone to resolve billing issues.
22. Review Claims and EOBs to reconcile insurance payments and manage copays and write-offs.
23. Assist with setting up group therapy sessions, managing client scheduling and invites, and intake information and communication.
24. Help clients with Zoom setup procedures to ensure they are prepared for online sessions.
25. Help clients get access to their patient portal, answering questions and providing straightforward procedures.
26. Research information for future blog articles.
27. Work with updates on the website to provide access to educational materials for clients.
28. Stay updated on healthcare regulations and ensure the practice’s adherence.
29. Participate in training sessions and workshops relevant to the role.
30. Other administrative tasks as needed.

Required Skills and Qualifications:

1. Education: Post-secondary education in nursing, psychology, or other mental healthcare-related field.
2. Experience: Proven experience as an administrative assistant or office admin assistant, billing administrator preferably in a mental healthcare setting.
3. Communication Skills: Excellent English written and verbal communication abilities. Online and telephone communication is a part of this job.
4. Organizational Skills: Strong time management skills and the ability to prioritize work.
5. Computer Proficiency: MS Office (MS Excel and MS PowerPoint, in particular) and Google Docs and Sheets.
6. Attention to Detail: High level of accuracy and attention to detail.
7. Discretion and Confidentiality: Must maintain confidentiality and exercise discretion with sensitive information. HIPAA certification is a plus.
8. Technical Requirements:
a. Access to a dedicated, secure computer that is not shared with anyone else and is password-protected.
b. Dedicated, high-speed internet with proof of both download and upload speed.
c. Headset with microphone for online Zoom calls.

Working Environment
This position will require 40 hours per week, Monday through Friday from 8 am to 5 pm Mountain Standard Time with a 1-hour lunch break.

Additional Information
MUST have extreme attention to detail, take direction well, and be able to work independently. Looking for someone who is efficient and can demonstrate an ability to be a self-starter.

IMPORTANT: Please send your resume and samples to Click to view with the subject: “Take Action, Own the Outcome! ”

Pay is hourly and Time Proof will be required. Looking for someone to work 40 hours per week. Pay will be $4 USD per hour with the potential for a raise after 60 days based on review. Please tell me your favorite movie in your email.