Part-Time Administrative Assistant & Billing Specialist (25 hours/week)

Job Overview

We are seeking a proactive, detail-oriented Administrative Assistant & Billing Specialist to support a busy private psychotherapy and forensic practice in Palm Harbor, Florida. This hybrid role includes both in-office and virtual responsibilities. The ideal candidate is organized, self-motivated, and comfortable managing both administrative and billing tasks in a fast-paced, client-centered environment. Compensation range of $23-$26/hour based on experience and qualifications with opportunities for growth.

Responsibilities

• Answer phones and provide high-quality customer service, including managing emotionally sensitive situations
• Schedule and manage calendars for mental health and forensic appointments
• Coordinate client communication, including appointment reminders, intake follow-ups, and general inquiries
• Manage billing tasks including insurance claim submission, payment posting, invoicing, and follow-up on outstanding balances
• Set up and manage patient portals, including onboarding new clients and troubleshooting access issues
• Assist with case management tasks such as tracking documentation and maintaining accurate records
• Prepare communications such as memos, emails, invoices, and reports for clinical and forensic matters
• Draft, proofread, and edit documents including letters, reports, and instructional materials
• Maintain organized filing systems (digital and physical) in compliance with confidentiality standards
• Assist with court-related tasks including research, documentation, and preparation
• Support and maintain the practice’s website and social media platforms, including creating and scheduling content
• Open, collate, and distribute incoming mail
• Demonstrate initiative and strong time management in handling daily responsibilities

Qualifications

• Strong interpersonal skills and ability to manage sensitive interactions with professionalism
• Experience in a mental health, healthcare, or legal setting preferred
• Experience/Knowledge of insurance billing processes and medical billing systems is highly desirable
• Proficiency or ability to quickly learn Google Workspace (Docs, Sheets, Forms, Drive, Calendar)
• Ability to work independently with minimal supervision
• Knowledge of SimplePractice or similar EHR systems is preferred but not required
• Strong organizational skills and attention to detail
• Understanding of HIPAA and confidentiality standards

Hours & Schedule:

• Approximately 25 hours per week
• Flexible scheduling, Monday through Friday
• Hybrid work environment (in-office and remote)

This is a great opportunity to join a growing, supportive practice that values organization, professionalism, and compassionate client care.

Pay: $23.00 - $26.00 per hour

Work Location: Hybrid remote in Palm Harbor, FL 34682