Front Office Administrator

CW Psychological Services Administrative Associate

CW Psychological Services seeks a talented administrative associate to support our growing practice and community.

The Front Desk Office Administrator plays a critical role in ensuring the smooth operation of our counseling center by managing client interactions, supporting clinicians, and handling front office operations, including billing and insurance coordination. This position requires excellent organizational skills, attention to detail, and a warm, professional demeanor. The ideal candidate is compassionate, tech-savvy, and experienced in handling both administrative and billing duties in a healthcare or mental health setting.

The Front Office Administrator manages all the front office activities, including scheduling for clients, billing and insurance tasks, marketing initiatives, connecting referral resources, managing the office, and working with maintenance. This role works closely with the Owner and the Billing team to ensure smooth operations and excellent client care.

Our Ideal Candidate Enjoys:

• A supportive and collaborative work environment
• A workplace culture of mutual respect and transparency
• Access to company-provided snacks and beverages
• A fun work environment with team-building activities and a relaxed dress code

Join us at CW Psychological Services and be part of a team dedicated to providing high-quality mental health services and creating hope for a better tomorrow.

Schedule Requirements:

This position generally works 40 hours per week and is eligible for overtime as needed. The schedule could be flexible, as we are not a typical 9-to-5 operation and may differ based on practice needs and client flow.

Compensation:

$16 to $19 per hour, depending on experience

Responsibilities:

• Prioritize client care and provide exceptional customer service while handling phone calls and email communications, ensuring timely responses to inquiries
• Schedule initial sessions for clinicians and manage rescheduling/cancellations
• Handle client issues and escalate, as needed
• Conduct insurance verifications and gather necessary client information
• Maintain and distribute reports for documentation to keep staff informed
• Conduct research to identify potential partnerships and referral sources, and connect with them via phone call or email
• Work with the referral coordinator and use the Active Campaign portal for marketing efforts
• Create and distribute marketing materials, such as flyers and newsletters
• Distribute information regarding insurance updates impacting the practice
• Manage outreach programs and ensure continuous connections with referral sources to maintain steady referrals
• Assist with monthly training distributions and performance evaluations
• Handle and send out company policy communications
• Manage day-to-day operations of the office, including maintenance requests and vendor coordination
• Provide support for office assignments
• Verify insurance eligibility and benefits for mental health services
• Collect co-pays, deductibles, and out-of-pocket payments at the time of service
• Accurately enter and update insurance and billing information in the system
• Submit insurance claims via electronic health records (EHR) or billing software
• Follow up on unsettled claims and denied reimbursements, working with payers and clients as needed
• Generate patient statements and communicate outstanding balances professionally and sensitively
• Maintain billing records and reconcile daily transactions
• Coordinate with the Billing Manager or third-party billing provider if applicable

Qualifications:

• High school diploma or GED required. A higher degree, like an associate's or bachelor's, is preferred
• Two (2) years of overall experience in a face-to-face customer service role
• At least a year or more of experience in an administrative support role is preferred
• Previous experience in a medical or clinical practice is helpful
• Experience with light marketing and customer outreach is helpful
• Possess a high level of professionalism and excellent customer service skills
• Possess the ability to multitask and identify changing priorities
• Relentless attention to detail
• Ability to effectively communicate one-on-one with clients, co-workers, or vendors
• Can thoughtfully write reports, emails, memos, and correspondence.
• Ability to use and learn scheduling systems
• Proficiency in or willingness to learn Practice (electronic health records)
• Proficiency in or willingness to learn Hushmail (email), Talkroute (virtual phone), and Fax Plus

Compensation $16 - $19 hourly About CW Psychological Services

CW Psychological Services treats adults, children, & families with a wide variety of behavioral health concerns. We receive an abundance of referrals each week and have a history of maintaining a lengthy and ongoing waitlist, which allows clinicians to quickly build a sustainable caseload once credentialed with our variety of insurance panel contracts.

Our philosophy is to create an environment wherein clinicians can practice with a minimum of managed care and documentation concerns by working to eliminate systemic hassles. Clinicians can focus on providing robust and excellent clinical care to maximize their clients' health and well-being.