What are the responsibilities and job description for the Practice Assistant position at Collaborative Insight Counseling Associates, LLC?
An expanding group private practice in Downtown Boston is seeking to hire a full-time (up to 40hr/wk) Practice Assistant.
The Practice Assistant is to serve as a liaison between its clients and team of clinicians. You will support a cohort of clinicians and facilitate matching clients to therapists, based on criteria such as client insurance information and clinician availability and schedule. Excellent customer service skills are critically important as you will often be the first impression for individuals seeking mental health services within our practice. This is a great opportunity for college students and recent graduates seeking to gain an inside look at the world of private practice! Other major draws for this position include flexible scheduling of work hours and the ability to work (almost exclusively) remotely.
Please Note: This position will begin as a benefits-ineligible, up to 19 hours per week part-time role, for a training and probationary period of at least 12 weeks, but no more than 24 weeks. Upon successful completion of this probationary period, candidates and practice management may mutually decide to consider increasing to full-time hours, subject to Operations Manager discretion/approval.
Key Responsibilities
- Serve as a welcoming, responsive first contact for client inquiries by phone and email
- Coordinate therapist-client matches by evaluating clinical needs, insurance coverage, and availability
- Support client onboarding by assisting with insurance verification and documentation
- Assist with clinician appointment scheduling shifts/nuances and provide support in maintaining calendar accuracy
- Provide ongoing administrative support for a cohort of clinicians (up to 10) consisting of monthly meetings, email communication, and balancing client needs
- Manage confidential client records using secure electronic health record (EHR) systems
- Communicate with insurance companies regarding coverage and client eligibility
- Respond to billing questions and assist with claims follow-up as needed
- Maintain Excel-based tracking sheets and assist with administrative reporting
- Collaborate with clinical and administrative teams to optimize operational efficiency
- Ensure compliance with HIPAA and confidentiality policies at all times
- Work within the EMR system to perform administrative and billing tasks as needed, including but not limited to submitting claims, updating invoices and billing clients for services
Qualifications and Skills
REQUIRED
- Strong interpersonal and written communication skills
- Highly organized, detail-oriented, and an independent problem-solver
- Ability to manage competing priorities in a fast-paced environment
- 2 years of customer service experience
- Proficiency in Microsoft Outlook, Word & Excel; experience with Google Workspace (e.g. gMail, Google Docs/Sheets) a plus
- Bachelor’s degree; will consider exceptional candidates in their penultimate/ultimate year of study. Advanced coursework or degrees in Psychology, Social Work, Counseling, or related Social Sciences a plus
PREFERRED/OPTIONAL
- Experience in a mental health or healthcare setting strongly preferred
- Minimum 2 years of administrative experience preferred
- Experience with insurance coverage/verification is both invaluable and preferred, but not required
Pay: $41,000.00 - $45,000.00/year
Work Location: Hybrid: 80% remote and up to 20% (up to 8hrs/wk) on-site
**RESUMES SUBMITTED WITHOUT A COVER LETTER WILL NOT BE CONSIDERED**
Job Type: Full-time
Pay: $41,000.00 - $45,000.00 per year
Benefits:
- Flexible schedule
- Opportunities for advancement
Work Location: Hybrid remote in Boston, MA 02110
Salary : $41,000 - $45,000