Front Office Administrator

Job Description

Job Description

CW Psychological Services is looking for a skilled administrative associate to assist our thriving practice and community in King of Prussia, PA.

This position plays an important part in the practice of ensuring the smooth operation, including interacting with clients, assisting clinical staff, and operating the front office, including insurance and billing tasks. We are looking for someone who displays exceptional organizational skills, attention to detail, a professional and friendly demeanor, and empathy. Being tech-savvy and having experience in handling administrative and billing duties in a healthcare or mental health setting are ideal.

As the Front Office Administrator, you will manage front office tasks such as client scheduling, marketing efforts, coordinating referrals, handling billing and insurance coordination, overseeing office operations, and liaising with maintenance. This position collaborates closely with the Owner and Billing team to ensure seamless operations and exceptional client service.

Our ideal candidate thrives in a supportive and team-oriented workplace, values mutual respect and transparency, enjoys access to complimentary snacks and beverages, appreciates a fun atmosphere with team-building activities, and embraces a relaxed dress code.

Come join CW Psychological Services and contribute to our mission of delivering top-notch mental health services and fostering hope for a brighter future.

Compensation : $16 - $19 hourly

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 :

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

About Company

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.