Administrative Assistant/Clinical Coordinator

Birch Hill Behavioral Health is seeking a part-time highly organized, warm, and proactive Administrative Assistant/Clinical Coordinator to support both front-end client communication and back-end clinical operations.

This role is ideal for someone who enjoys a balance of client and staff support, optimizing systems, and helping clients feel supported from their very first inquiry through ongoing care.

Key Responsibilities

Client Communication & Intake

• Respond to website inquiries, emails, and calls to the main business line
• Communicate services, clinician availability, and program information
• Screen referrals and match new patients with appropriate clinicians
• Assist patients in finding alternative resources when needed
• Coordinate consultation calls and intakes
• Create new client profiles and initiate e-forms via SimplePractice

Billing & Insurance Support

• Oversee invoices, superbills, and AutoPay setup
• Monitor balances and communicate with families when needed
• Serve as liaison with insurance companies
• Generate Good Faith Estimates
• Billing adjustments

Team & Operations Support

• Maintain clinician scheduling preferences
• Track referral sources and staff productivity metrics
• Assist with staff birthdays, anniversaries, and team events
• Support founders with hiring inquiries and monthly reporting
• Create and organize resource flyers (Canva)

Qualifications

• Strong organizational and communication skills
• Experience with HIPAA-compliant systems (SimplePractice preferred)
• Comfort with billing, insurance coordination, and financial tracking
• Detail-oriented and proactive
• Warm, professional presence

Ideal candidate would be able to be in-person for one day per week (4-6 hours); fully-remote applicants may be considered. Start date - May 2026.