Practice Administrator - Mental Health Practice

Work with Willow is working closely with a client that is a mental health therapy and psychological private practice in Portland.

Position Summary: The Office Administrator/Manager ensures the efficient functioning of a mental health practice. This role includes managing administrative tasks, coordinating office activities, and supporting the clinical and leadership teams. The ideal candidate is organized, detail-oriented, and adept at handling multiple tasks in a dynamic environment.

Responsibilities:

• Maintain and order office supplies and equipment, ensuring the office is well-stocked and tidy.
• Oversee office maintenance and vendors as needed.
• Schedule meetings and appointments.
• Maintain a clean, professional, and welcoming office environment.
• Handle phone calls, emails, faxes, and other correspondence.
• Assist the billing specialist with patient benefit inquiries.
• Work with the intake specialist on patient scheduling, chart preparation, benefit discussions, and patient assignment.
• Respond to patient inquiries and provide information about services, policies, and procedures.
• Provide technical support to clinicians.
• Assist clinicians with patient care issues and administrative tasks like record requests and prescription refills.
• Liaise with clinicians, administrative staff, patients, billing staff, and the leadership team.
• Coordinate with external partners, including referral sources and other healthcare providers.
• Organize staff meetings, training sessions, volunteer events, and other practice-related activities.
• Develop and manage patient satisfaction surveys.
• Participate in marketing and outreach efforts for the practice.
• Address patient communications and concerns.
• Assist patients with intake forms and onboarding processes.
• Maintain a list of community resources and referrals.
• Ensure patients have access to necessary resources and information.
• Provide technical support for telehealth and EHR systems.

Requirements:

• Proficiency in technology and EHR/EMR systems.
• Experience in a mental health practice or related field.
• Familiarity with commercial insurance, benefits verification, and billing processes.
• Excellent communication and patient care skills.
• Strong writing abilities.
• Proficiency in Google Suite.
• At least two years of experience managing patient intake processes.
• Knowledge of HIPAA compliance procedures.

Salary: $56,000 - $62,000 annually (40 hours per week), based on experience, benefits package including paid time off and medical, dental, vision insurance.