Front Office Administrator
CW Psychological Services, King Of Prussia, PA, United States
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.
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.