Front Office Administrator

CW Psychological Services Administrative AssociateCW 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 environmentA workplace culture of mutual respect and transparencyAccess to company-provided snacks and beveragesA fun work environment with team-building activities and a relaxed dress codeJoin 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 experienceResponsibilities:Prioritize client care and provide exceptional customer service while handling phone calls and email communications, ensuring timely responses to inquiriesSchedule initial sessions for clinicians and manage rescheduling/cancellationsHandle client issues and escalate, as neededConduct insurance verifications and gather necessary client informationMaintain and distribute reports for documentation to keep staff informedConduct research to identify potential partnerships and referral sources, and connect with them via phone call or emailWork with the referral coordinator and use the Active Campaign portal for marketing effortsCreate and distribute marketing materials, such as flyers and newslettersDistribute information regarding insurance updates impacting the practiceManage outreach programs and ensure continuous connections with referral sources to maintain steady referralsAssist with monthly training distributions and performance evaluationsHandle and send out company policy communicationsManage day-to-day operations of the office, including maintenance requests and vendor coordinationProvide support for office assignmentsVerify insurance eligibility and benefits for mental health servicesCollect co-pays, deductibles, and out-of-pocket payments at the time of serviceAccurately enter and update insurance and billing information in the systemSubmit insurance claims via electronic health records (EHR) or billing softwareFollow up on unsettled claims and denied reimbursements, working with payers and clients as neededGenerate patient statements and communicate outstanding balances professionally and sensitivelyMaintain billing records and reconcile daily transactionsCoordinate with the Billing Manager or third-party billing provider if applicableQualifications:High school diploma or GED required. A higher degree, like an associate's or bachelor's, is preferredTwo (2) years of overall experience in a face-to-face customer service roleAt least a year or more of experience in an administrative support role is preferredPrevious experience in a medical or clinical practice is helpfulExperience with light marketing and customer outreach is helpfulPossess a high level of professionalism and excellent customer service skillsPossess the ability to multitask and identify changing prioritiesRelentless attention to detailAbility to effectively communicate one-on-one with clients, co-workers, or vendorsCan thoughtfully write reports, emails, memos, and correspondence.Ability to use and learn scheduling systemsProficiency in or willingness to learn Practice (electronic health records)Proficiency in or willingness to learn Hushmail (email), Talkroute (virtual phone), and Fax PlusCompensation $16 - $19 hourly About CW Psychological ServicesCW 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.