Administrative & Billing Assistant

Position Summary

The Administrative & Billing Assistant provides front-line administrative support and assists with daily behavioral health billing operations to ensure efficient clinic workflows, positive client experiences, and accurate financial processes. This role supports providers, clients, leadership, and the billing department through scheduling coordination, phone coverage, insurance verification, claims support, and general administrative tasks. The ideal candidate is organized, detail-oriented, compassionate, and able to manage multiple responsibilities in a fast-paced mental health environment.

Essential Responsibilities

Administrative Support

• Provide consistent daytime phone coverage and respond professionally to incoming calls, client inquiries, and provider needs
• Support scheduling, calendar management, appointment coordination, and timely schedule updates for providers and leadership
• Assist with intake coordination, rescheduling, cancellations, and general client communication
• Provide temporary operational coverage during staff absences, including maternity leave coverage and other administrative gaps
• Assist with evening administrative phone coverage as needed to maintain adequate client and provider support
• Serve as backup support for prior authorizations and client re-engagement efforts when primary staff are unavailable
• Maintain accurate client demographic and insurance information within the EHR system
• Support administrative documentation, reporting, scanning, filing, and data entry tasks
• Assist leadership and clinical teams with operational and administrative projects as assigned

Billing & Insurance Support

• Assist with submitting, tracking, and monitoring insurance claims for mental health services
• Verify insurance eligibility, benefits, and authorization requirements prior to services
• Follow up on unpaid, denied, or outstanding insurance claims with payers
• Contact clients regarding outstanding balances and payment arrangements in a professional, compassionate, and confidential manner
• Post payments, reconcile accounts, and maintain accurate billing and financial records
• Support accounts receivable and collections processes
• Answer client billing questions and appropriately route concerns when needed
• Assist with preparing billing reports and related administrative documentation
• Ensure compliance with HIPAA, confidentiality standards, and organizational policies

Qualifications

• High school diploma or equivalent required; associate degree preferred
• Previous administrative, medical office, behavioral health, or billing experience preferred
• Knowledge of insurance verification, medical billing, claims processing, or behavioral health billing preferred
• Strong organizational skills and attention to detail
• Excellent customer service and communication skills
• Ability to multitask, prioritize responsibilities, and work independently
• Proficiency with EHR systems, Microsoft Office, Google Workspace, and general office technology
• Ability to maintain professionalism and confidentiality in sensitive situations

Preferred Skills & Characteristics

• Experience working in a mental health or healthcare setting
• Strong problem-solving and follow-through skills
• Compassionate and client-centered communication style
• Ability to adapt to changing operational needs and provide cross-functional support
• Reliable, proactive, and team-oriented mindset

Benefits

Eligible employees are offered a comprehensive benefits package designed to support work-life balance, wellness, and long-term financial planning.

Paid Time Off (Available After First 90 Days of Employment)

• 40 hours of Sick PTO annually (frontloaded after successful completion of the first 90 days)
• 80 hours of Vacation PTO annually (begins accruing after successful completion of the first 90 days)
• Floating Holiday
• Birthday PTO Day

Insurance Benefits (Available After First 90 Days of Employment)

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Aflac Supplemental Insurance Options

Retirement Benefits

• 401(k) Retirement Plan available after 1 year of employment

Aspire Wellness Center values employee wellbeing and strives to provide benefits that support both personal and professional growth.

Equal Opportunity Employer

Aspire Wellness Center is an Equal Opportunity Employer and is committed to creating an inclusive and supportive workplace for all employees and applicants. Employment decisions are made without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, genetic information, or any other protected characteristic in accordance with applicable federal, state, and local laws.

We value diversity and believe that a collaborative, respectful, and inclusive environment strengthens our team and enhances the care we provide to our clients and community.