Administrative Coordinator

Overview of Practice Manager Role:

The Administrative Coordinator is responsible for ensuring efficient and accurate administrative support across all clinical services within the behavioral Health practice, with a primary focus on neuropsychological testing operations. Approximately 50–75% of this role involves coordinating all administrative aspects of neuropsychological testing, from intake through report completion. The remaining portion of time supports the overall practice, including therapy and psychiatric services, through general administrative duties such as patient communication, scheduling, and front-office support. This position plays a key role in maintaining workflow efficiency, patient satisfaction, and professional communication between patients, providers, and external partners. Candidates should have excellent communication skills and must be able to work collaboratively with a team of mental and behavioral health professionals to provide care to a growing number of clients.

Education & Experience

· Associates Degree required; Bachelor’s Degree preferred.

· Minimum of 3 years’ experience in a healthcare, behavioral health, or medical office setting.

· Experience with insurance verification, prior authorizations, and EMR systems strongly preferred.

· Familiarity with neuropsychology, psychology, or behavioral health terminology is a plus.

Job Duties:

Neuropsychological Testing Coordination (Approx. 50–75%)

· Serve as the primary point of contact for all neuropsychological testing inquiries and referrals.

· Manage the full testing workflow including:

• Referral intake and initial patient communication.
• Insurance verification and prior authorization processes.
• Scheduling and preparation of testing and feedback appointments.
• Coordination of patient paperwork, consent forms, and history questionnaires.
• Tracking case progress

· Communicate patient cost estimates and collect deposits or copayments as needed.

· Request and organize clinical records from referring providers.

· Coordinate collateral forms and follow-up with patients for completion.

· Support provider on testing days with preparation of materials and patient readiness.

· Manage report distribution and ensure referring providers receive final reports.

· Maintain accurate, up-to-date documentation of all communications, authorizations, and case activities.

· Track and report on testing workflow metrics and completion timelines

General Administrative and Practice Support (Approx. 25% )

· Answer and route incoming patient calls, emails, and messages for all practice services.

· Assist patients with general questions regarding scheduling, paperwork, and billing processes.

· Support scheduling for therapy and psychiatric appointments as needed.

· Provide administrative support for the clinical and operations teams, including:

• Data entry and record maintenance in the EMR system.
• Verifying insurance eligibility for therapy and psychiatry services.
• Assisting with provider schedule adjustments and cancellations.

· Monitor and respond to voicemail and email inboxes in a timely and professional manner.

· Support front-office operations such as faxing, scanning, and uploading documents.

· Contribute to practice-wide initiatives for process improvement and patient experience enhancement.

· Serve as a backup for other administrative staff during absences or high-volume periods.

Performance Expectations

· Timely completion of all neuropsychological administrative tasks.

· Accurate documentation and insurance processing.

· High patient and provider satisfaction through clear communication and responsiveness.

· Adherence to workflow timelines and quality standards.

· Contribution to smooth operation of the practice.

Values:

· A strong belief in the practice's mission.

Location:

· Worcester, MA. Eligible for Hybrid remote & in-person.

Job Type: Full-time

Work Location: In person