Job Description

Benefits:

401(k) matching
Bonus based on performance
Dental insurance
Health insurance
Paid time off

Cervello-Wellness is seeking a compassionate and highly organized Medical Office Administrator to manage the daily operations of our outpatient mental health clinic. This role is central to ensuring a seamless experience for patients, supporting providers, and maintaining compliance with healthcare and mental health regulations. The ideal candidate demonstrates professionalism, empathy, and efficiency while fostering a supportive and welcoming environment for clients and staff.

Key Responsibilities

Patient Support & Front Desk

Greet clients in a warm, respectful, and professional manner to create a safe, welcoming environment.
Schedule intake assessments, therapy sessions, medication management, and follow-up appointments.
Collect intake forms, consent documentation, and ensure patient records are up to date in the EHR.
Handle sensitive patient information with discretion and in accordance with HIPAA.
Assist patients with insurance verification, billing questions, and payment collection.

Administrative & Office Management

Manage daily office operations, ensuring smooth workflow for providers and clinical staff.
Answer and route phone calls, emails, and portal messages in a timely and professional manner.
Maintain medical and office supply inventory, ordering as needed.
Track provider schedules, cancellations, and waitlists to maximize clinical availability.
Support compliance with accreditation standards and healthcare regulations.

Billing & Insurance Coordination

Verify insurance coverage, obtain prior authorizations, and manage referrals.
Process and reconcile billing, claims submission, and follow-up on denied claims.
Work closely with the billing team to ensure accuracy and timely reimbursement.

Clinical Team Support

Provide scheduling and administrative support to therapists, psychiatric nurse practitioners, and other providers.
Coordinate communication between patients and providers while maintaining confidentiality.
Assist with documentation management, ensuring compliance with mental health regulations.

Qualifications

High school diploma or equivalent required; Associates or Bachelors degree in healthcare administration, psychology, or related field preferred.
Minimum 2 years of experience in a medical or mental health office setting.
Knowledge of behavioral health terminology, EHR systems, and insurance processes.
Strong organizational, multitasking, and problem-solving skills.
Excellent interpersonal and communication skills, with the ability to engage sensitively with individuals in distress.
Familiarity with HIPAA, mental health privacy laws, and healthcare compliance regulations.

Preferred Skills

Experience with behavioral health EHRs (e.g., SimplePractice, TherapyNotes, Valant, Athena).
Familiarity with CPT coding for psychotherapy and psychiatric services.
Prior experience in a mental health or counseling practice.
Ability to remain calm and professional when handling urgent or emotionally sensitive situations.
Bilingual skills (Spanish/English or other languages) are a plus.

Work Environment & Schedule

Full-time position (40 hours/week) with potential for part-time consideration.
On-site position at our outpatient clinic with standard office hours.
Occasional evening or weekend coverage may be required based on clinic needs.

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