Job Description

This is a full-time, 100% remote role for an Administrative Assistant in a mental health practice. This role combines front and back office administrative responsibilities, including client intakes, appointment scheduling, audits, and operational support through payroll processing, employee onboarding, and document management. Ideal candidates have a background in psychology or behavioral health, strong organizational communication skills, proficiency with administrative and clinical software, and the ability to work independently in a trauma-informed environment while demonstrating cultural sensitivity and professionalism.

Key Responsibilities

Job Summary

• Conducts phone/email screenings with new or returning clients to gather necessary demographic information, insurance information, and intake forms, and uploads information into EMR/EHR system

• Verify insurance benefits for new clients

• Schedules/maintains appointments for patients and therapists

• Coordinate with biller on insurance/billing issues

• De-escalate clients during crisis periods

• Ability to demonstrate respect for cultural and lifestyle diversities of clients and staff

• Crisis intervention services, including contacting Psychiatric Emergency Teams (PET) and reporting child abuse and/or dependent/adult abuse

• Knowledge of HIPAA and current legal standards pertaining to professional practice, reporting requirements, professional boundaries, and related issues

• In depth knowledge of the philosophy and approach to treating mental illness and behavioral health

• Contributes to team effort by accomplishing additional requested tasks and projects as needed

• Back Office Administrative Duties:

• Create and implement audits for biopsychosocial, progress notes, and treatment plans, Good Faith Estimates and Referrals, Clinician Caseloads

• Audit Financial/ERA 

• Create audits and maintain copies of current state licenses, malpractice coverage, and any other required credentialing documents for all providers

• Provide monthly metrics to clinicians and supervisors 

• Manage office calendar, including scheduling meetings and recording employee time off requests

• Communicate office updates to employees, including updated policies

• Update Training Manual and Reference Guide

• Update Company Website and Social Media

• Coordinate Team Bonding Events

• Hire and Train Employees as well as organization of new hire paperwork in Gusto 

• Process biweekly payroll

Totality of Work Disclaimer:
The above statements are intended to describe the general nature and level of work required by you in this position, and are not intended to be an all-inclusive list of required responsibilities, duties, or skills. These statements may be modified periodically by Briana Smith, LMFT, but no one else for any reason.

Application Process: Please submit your cover letter, resume, and three professional references via email to staffsupport@beseentherapy.com.

Skills & Experience

Education and/or Experience:

• B.A. in Psychology or related field, or Associate MFT, ACSW, or APCC. License must be valid.

• Experience and/or training preferred in the behavioral healthcare field for Mental Health and Trauma.

• Strong organizational skills

• Attention to detail and accuracy

• Proficient in Microsoft Office and Google Applications

Job Knowledge, Core Competencies, and Expectation

• Able to multitask, prioritize, and manage time efficiently

• Self-motivated and self-directed; able to work without supervision

• Excellent verbal and written communication skills

• Proficient computer skills, Microsoft Office Suite (Word, PowerPoint, and Excel); working knowledge of Google Workspace a plus

• Knowledge of Gusto and SimplePractice

• Working knowledge of HIPAA standards and adherence to mental health and business laws and ethics

• Ability to de-escalate clients if needed

• Willingness to cross-train and cover other Back Office roles as needed