Job at a glance
Job Summary The Behavioral Health Administrative Assistant will support the daily administrative operations of a busy behavioral health practice. The role involves managing electronic health records, patient information, data entry, pharmacy prior authorizations, insurance follow-ups, payment processing, telephone communication and general administrative support. The successful candidate should have strong healthcare administration experience, excellent communication skills, experience working with EHR/EMR systems and the ability to handle confidential patient information professionally.
Key Responsibilities Administrative & Data Entry Support Enter and update patient, demographic, billing, insurance and administrative information accurately. Maintain complete and organized electronic patient records. Review records for missing, incomplete or inconsistent information. Follow up when additional administrative information is required. Complete routine data-entry and administrative tasks efficiently.
Maintain organized electronic documentation and filing systems. Follow established healthcare information workflows. Escalate matters requiring clinical judgment to the appropriate professional. Electronic Health Records – EHR/EMR Work confidently within Electronic Health Record and Electronic Medical Record systems. Update and retrieve patient administrative information. Maintain accurate demographic and insurance information.
Upload and organize relevant documentation. Review patient records for completeness and accuracy. Ensure documents are attached to the correct patient records. Follow EHR documentation and information-handling procedures. Protect confidential patient information. Previous experience using an EHR or EMR system is required. Pharmacy Prior Authorizations Submit pharmacy prior authorization requests for psychiatric providers.
Retrieve medication, insurance, patient and clinical information from the EHR. Complete electronic and written authorization submissions. Ensure all required documents are included before submission. Monitor outstanding prior authorization requests. Follow up with pharmacies and insurance companies. Communicate approvals, denials and additional information requests. Maintain accurate authorization records.
Assist with administrative documentation for appeals. Follow outstanding requests through to completion. Insurance & Healthcare Communication Communicate professionally with insurance companies, pharmacies and healthcare institutions. Follow up on authorization status, eligibility information and administrative queries. Document information received through telephone and electronic communication.
Route information to the appropriate internal team member. Follow up on unresolved administrative matters. Maintain professionalism when dealing with complex or delayed requests. Escalate matters requiring clinical or licensed professional judgment. Patient Communication & Telephone Support Communicate professionally and compassionately with patients. Respond to routine administrative enquiries.
Collect or clarify demographic, insurance, payment, pharmacy and scheduling information. Route clinical questions to licensed healthcare professionals. Maintain professionalism when dealing with anxious, frustrated or confused patients. Document telephone conversations and required follow-ups accurately. Protect patient privacy and confidential information. Payment Processing Process patient payments accurately and securely.
Maintain accurate payment records. Handle payment information according to approved procedures. Respond to routine payment-related enquiries. Protect financial and payment information. Escalate billing disputes and complex billing questions. Google Workspace & Communication The successful candidate should be comfortable using: Gmail Google Calendar Google Drive Google Docs Google Sheets Google Meet Google Chat Google Voice Responsibilities will include managing electronic communication