Group Practice Administrator

Group Practice Administrator

The Group Practice Administrator is responsible for overseeing the daily administrative and operational functions of a mental health outpatient group practice. This role supports the efficiency, organization, and compliance of practice operations while promoting a seamless experience for clients, clinicians, and external partners. The Administrator works collaboratively with clinical leadership, administrative staff, and insurance providers to ensure effective workflows, accurate coordination of services, and adherence to payer and organizational requirements.

The ideal candidate is highly organized, detail-oriented, solutions-focused, and experienced in healthcare administration, behavioral health operations, and insurance coordination.

Essential Duties and Responsibilities:

Practice Operations & Administration

• Oversee daily administrative and operational activities within the outpatient mental health practice.
• Support the development, implementation, and maintenance of efficient workflows and operational systems.
• Ensure smooth day-to-day practice operations, including coordination between clinical and administrative teams.
• Maintain organized administrative systems that support effective service delivery and continuity of care.
• Identify operational inefficiencies and recommend process improvements to leadership.

Insurance Verification & Payer Coordination

• Coordinate insurance verification processes for outpatient mental health services.
• Obtain and document accurate benefit information from insurance payers.
• Communicate with insurance providers to clarify coverage details, authorization requirements, and payer expectations.
• Support alignment of administrative processes with payer requirements to facilitate accurate service coordination and billing readiness.
• Maintain current knowledge of insurance guidelines, payer updates, and outpatient behavioral health requirements.

Workflow Development & Compliance

• Develop, implement, and maintain standardized administrative procedures and workflows.
• Support practice compliance through organized documentation systems and adherence to internal processes.
• Assist with maintaining operational consistency across departments and programs.
• Monitor workflow processes to ensure accuracy, efficiency, and accountability.
• Support quality assurance initiatives related to documentation, scheduling, communication, and operational practices.

Team Collaboration & Communication

• Collaborate with clinical leadership and administrative staff to streamline communication and operations.
• Support a positive, professional, and collaborative work environment.
• Assist with onboarding and training administrative staff on workflows, systems, and procedures.
• Participate in team meetings and contribute to operational planning and process improvement initiatives.

Documentation & Systems Management

• Support documentation workflows to ensure organization, completeness, and adherence to established procedures.
• Maintain internal systems and administrative records to support operational effectiveness.
• Assist in monitoring data accuracy and administrative reporting as needed.
• Support the use and optimization of electronic health record (EHR) systems and other practice management platforms.

Competencies:

• Organization and Attention to Detail
• Professional Communication
• Operational Efficiency
• Team Collaboration
• Problem Solving
• Accountability and Integrity
• Adaptability
• Compliance Awareness
• Client Service Orientation

Qualifications:

• Minimum of 2 years of administrative or operational experience in a healthcare, behavioral health, or outpatient mental health setting preferred.
• Knowledge of outpatient mental health insurance verification and payer processes strongly preferred.
• Experience working with Electronic Health Records (EHR) systems and practice management software.
• Strong organizational, multitasking, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and professionalism in accordance with HIPAA standards.
• Ability to work collaboratively in a fast-paced clinical environment.

Required:

• Must be at least 21 years of age.
• Valid Driver's License

Education:

• Bachelor's degree in Healthcare Administration, Business Administration, Psychology, Social Work, or a related field; or a minimum of two (2) years of equivalent relevant experience.

Preferred Skills:

• Familiarity with behavioral health workflows and outpatient practice operations.
• Knowledge of insurance authorizations, eligibility verification, and payer coordination.
• Strong attention to detail and process improvement skills.
• Ability to create and maintain structured administrative systems.
• Proficiency in Microsoft Office Suite, Google Workspace, and EHR systems.

Computer Skills:

• Windows OS
• Basic understanding of cloud-based telephony.
• Software and hardware troubleshooting skills.
• General knowledge of computer and networking hardware.
• General knowledge of mainstream software.

Work Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The noise level in the work environment is usually moderate.
• Office-based outpatient mental health practice environment.
• May require prolonged periods of sitting, computer work, and phone communication.
• Occasional flexibility in schedule may be required based on operational needs.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of his job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. The employee is frequently required to use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand and move around for work. The employee is occasionally required to stand and move around for work. The employee must be able to lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

Marsell Benefits:

• Medical
• Dental
• Vision
• 401 (K) company matching
• Paid Time Off (PTO)
• Paid Holidays
• Flexible Spending Account
• Life Insurance
• Voluntary Life Insurance
• Employee Assistance Program
• Employee Wellness Day(s)