Administrative Assistant

Adapt Psychological Services, PLLC; New York (NY); On-site; USD 25,000 - 39,000; Part time

Job summary

Adapt Psychological Services, PLLC in New York, NY seeks a Part-Time Administrative Assistant to manage day-to-day administrative, scheduling, billing, and client communications for our mental health practice.

You will serve as main contact for inquiries, coordinate calendar with clinical staff, ensure accurate billing, secure records, and support compliance with HIPAA.

Qualifications

• Experience in healthcare administration or mental health practice operations.
• Proficiency with Google Workspace, Practice Management/EHR software, and CRM systems.
• Excellent written and verbal communication with a professional, compassionate tone.

Responsibilities

• Manage client inquiries, onboarding, and appointment reminders.
• Coordinate scheduling across clinicians and update calendars.
• Perform daily billing checks and send balances/reminders.
• Generate monthly superbills and distribute to clients via secure portal.
• Verify insurance eligibility and manage deposits.
• Audit timecards, notes, and documentation for compliance.
• Maintain records and HIPAA-compliant data handling.

Skills

Communication

Organization

Attention to detail

Tools

Google Workspace

EHR software

CRM systems

Canva

Adobe PDF editing

Excel/Sheets

Job description

Job Description

Position Overview

We are seeking an organized and detail-oriented, friendly and proactive Part-Time Administrative Assistant to manage day-to-day administrative, scheduling, billing, and client communication operations for our mental health practice. This role serves as the primary point of contact for client inquiries, coordinates scheduling across clinical staff, maintains practice records, and ensures accurate billing and compliance.

Key Responsibilities

1. Client Communication & CRM Management

• Inquiries & Onboarding: Monitor and manage incoming inquiries across multiple sources and channels. Respond promptly to prospective clients, send consultation confirmation emails, and manage intake/consultation reminders. Conduct consultation calls with prospective clients, helping them find the best fit mental health resources.
• Phone & Email Coverage: Check practice voicemails at least twice daily (AM/PM) and respond to or clear calls promptly. Manage email inbox, sorting correspondence and escalating priority items to management.
• CRM Engagement: Check and respond to CRM messages and conduct outreach at scheduled intervals (morning, end-of-day).

2. Scheduling & Calendar Operations

• Appointment Coordination: Schedule initial therapy intakes, psychological testing sessions, and consultation calls in EHR.
• Cancellations & Rescheduling: Process appointment cancellations and according to practice policy, fee structures and guidelines. Perform biweekly rescheduling checks and outreach to help ensure continuity of care.
• Calendar Audits: Monitor therapist calendars for daily/weekly holds, appropriate break times, action items and general scheduling flow.

3. Billing & Administrative Audits

• Daily Billing Checks: Search billing transactions to verify patient balances, sending daily balances/reminders to assigned clinicians.
• Monthly Superbills: Generate, review, and distribute monthly superbills to designated clients via the secure portal.
• Insurance & Deposits: Verify insurance eligibility (Excellus BCBS, Aetna vs. out-of-network/unaccepted plans), manage deposit checks, and track clinician caseloads.
• Biweekly Checks: Audit therapist timecards/session counts for payroll verification, conduct note-completion audits, and send reminders to clinicians for unfinished documentation.

4. Practice Operations & Compliance Maintenance

• Credentialing & Renewals: Track expiration dates for therapist liability insurances, licenses, and permits, setting calendar reminders and sending email reminders to ensure timely renewals.
• Inventory Management: Conduct monthly inventory audits and re-order office supplies when low in stock.
• Data Tracking: Calculate and prepare weekly, monthly, and quarterly reports of essential operations.
• Document Handling: Securely scan, upload, and physically file patient records in accordance with HIPAA standards.

Qualifications & Skills

• Experience: Experience in healthcare administration, medical billing/coding, or mental health practice operations preferred.
• Software Proficiency: Experience with Google Workspace, Practice Management / EHR software, CRM systems, Canva, Adobe PDF editing, and Microsoft Excel/Sheets.
• Communication: Exceptional written and verbal communication skills, with a professional, compassionate tone for client outreach.
• Organization & Detail: Strong organizational skills with the ability to maintain compliance, catch billing discrepancies, and proactively follow up on outstanding tasks.