What are the responsibilities and job description for the Psychological Testing Coordinator position at Psychology Group of Tampa Bay, Inc?
Psychological Testing Coordinator (Part-Time, On-Site/Hybrid)
Job Type: Administrative
Location: Brandon, FL (on-site)
Schedule: 15–20 hours/week, across ≥3 weekdays, during business hours (9a–5p)
About Us
Psychology Group of Tampa Bay is a growing behavioral health practice focused on delivering high-quality therapy, psychological and neuropsychological assessment services. We value collaboration, intentional systems, clear communication, and compassionate care.
We are seeking a highly organized, detail-oriented Testing Coordinator to support the operational side of our psychological testing department. This role is ideal for someone who enjoys coordinating moving pieces, improving processes, and ensuring nothing falls through the cracks.
The Testing Coordinator plays a critical role in keeping psychological testing services running smoothly and efficiently. This position oversees scheduling logistics, insurance preauthorizations, documentation tracking, billing coordination, testing material security, and inventory management.
You’ll work closely with clinicians, administrative staff, and leadership to ensure timely, accurate, and compliant operations across the testing department.
Reports to: Administrative Coordinator
Start: ASAP
Worksites: Primary at Brandon office (1172 Nikki View Dr., Brandon, FL); occasional travel to Tampa office (6515 N Armenia Ave, Tampa, FL) for meetings
Why this role exists
Psychological testing runs on precision and logistics. You’ll oversee and be responsible for both keeping schedules tight, materials stocked and secure, and billing/preauth tidy for insurance-based clients, Florida’s disability office, and Vocational Rehabilitation (VR).
What you’ll do
Scheduling & Client Flow
- Coordinate, confirm, and adjust testing schedules across clinicians.
- Manage waitlists, reminders, no-shows, and reschedules.
- Ensure intake/testing forms are complete and routed correctly.
Documentation & EHR
- Collaborate with clinicians to ensure all evaluation materials are uploaded and ready by time of appointment.
- Track documentation status; chase down missing pieces before deadlines.
- Keep records audit-ready and organized.
Billing & Revenue Cycle
- Complete preauthorizations for testing.
- Submit claims, track denials, run routine payment reviews; escalate anomalies.
- Communicate proactively with the Testing Director and CFO; reconcile billed vs. paid.
Compliance & Testing Standards
- Maintain chain-of-custody for testing materials; log usage; protect test security.
- Ensure procedures follow publisher/APA/payer guidelines.
- Keep report templates current.
Office Ops & Inventory
- Oversee supplies and testing inventory (forms, test kits, protocols, toner, the classics).
- Track expirations/licensing/subscriptions for Q-global/Q-interactive (Pearson).
- Place orders, compare vendors, keep costs reasonable.
Teamwork & Communication
- Serve as point of contact between clinicians, admin, and the biller.
- Provide a brief weekly update to the Administrative Coordinator (KPIs, blockers, wins).
You’ll thrive here if you have
- 2 years in medical/behavioral health admin (testing, billing, or scheduling).
- Working knowledge of EHRs (TherapyNotes a plus), HCPCS/CPT for psych/neuro testing, and preauthorization workflows.
- Familiarity with BCBS, United, Cigna, Florida State Disability and Vocational Rehab documentation.
- Comfort with spreadsheets (Google Sheets/Excel) and light reporting.
- HIPAA fluency; excellent written and verbal communication; elite follow-through.
Nice-to-haves
- Prior testing center or neuropsych practice experience.
- Hands-on with Q-global/Q-interactive and Pearson test kits.
- Bilingual (Spanish/English).
- Medical billing/RCM coursework or certification.
Education & requirements (standard for the role)
- High school diploma or equivalent required.
- Background check; I-9; adherence to practice policies.
- Ability to lift/move testing materials (up to ~25 lbs) and maintain secure storage.
Compensation
- Hourly: $20–$24/hr DOE (posting range; see note above).
How to apply
Email your resume to diana.ginns@psychgrouptb.com with subject “Testing Coordinator – [Your Name]”. Optional (and appreciated): a short bullet list describing a process you improved and how you measured the outcome.
Job Type: Part-time
Pay: $20.00 - $24.00 per hour
Work Location: Hybrid remote in Brandon, FL 33511
Salary : $20 - $24