Administrative Assistant

About Us:

Soultenders is dedicated to enhancing the accessibility of high-quality mental health services by offering comprehensive administrative support to licensed mental health professionals.  This allows our providers to concentrate on client care and the growth of their private practices, free from administrative burdens.  For more information, please visit www.soultenders.com

The Opportunity:

We are currently seeking a detail-oriented and proactive Administrative Assistant (Medical) to join our growing team and ensure seamless administrative operations. 

Why Join Us:

·        Be a key player in a rapidly expanding mental health organization.

·        Engage in a variety of administrative tasks that contribute directly to patient satisfaction and organizational success.

·        Join a supportive, passionate team dedicated to making a difference in mental health care.

As an Administrative Assistant (Medical), you will be responsible for ensuring accurate and timely insurance verification, claim resolution, and supporting the administrative needs of the company.  You will work closely with the Insurance Verification Specialist and Claims Analyst to manage patient records, eligibility verification, and communications.

Essential Duties and Responsibilities:

• Insurance Verification: Confirm insurance eligibility and verify coverage for new patients, obtaining accurate eligibility, coverage, benefit, and authorization information from insurance carriers.  
• Documentation: Accurately document patient charts with required demographic and insurance information.  Report any discrepancies to the Insurance Verification Specialist or appropriate personnel.  
• Patient Communication: Respond to incoming phone calls and emails from potential and current patients, providing necessary information.  Coordinate with providers, staff, and external insurance payers as needed.  
• Collaboration: Work closely with Insurance Verification Specialist and Claims Analyst to stay informed on the latest developments and best practices for claims processing and eligibility verification.   
• Claims Management: Monitor the status of outstanding claims, ensuring re-billed and corrected claims are submitted within the insurance carrier’s filing deadlines.  Follow up on appealed claims and re-billed claims as necessary.   
• Problem Resolution: Communicate with clinicians, external insurance payers, and other entities to resolve outstanding claims, ensuring timely and accurate claim resolution.   
• Patient Communication: Respond to inquiries via phone and email from current and prospective patients regarding claims and billing concerns.
• Administrative Support: Provide general administrative support, including project-based tasks and business development assistance, as needed.
• Compliance: Ensure all work is performed in accordance with company policies and California state regulations, including maintaining strict confidentiality in all areas of patient and business operations (HIPAA Compliance).   

May perform additional duties as assigned

Skills, Knowledge & Abilities:

• Strong interpersonal and problem-solving skills with the ability to effectively communicate with Soultenders staff, providers, patients, and insurance carriers.  
• Ability to maintain strict confidentiality regarding patient, provider, and business information in compliance with HIPAA and California privacy laws.   
• Ability to manage multiple tasks, prioritize work, and meet company response and resolution deadlines.  
• Strong attention to detail, with the ability to ensure accuracy in all administrative tasks.  
• Proficiency with electronic medical record (EMR) systems and familiarity with medical billing practices, especially in a mental health setting.  

Requirements:

·        Education: High school diploma or equivalent required

·        Experience: Minimum of 1-2 years of experience in a medical office, healthcare administration, or insurance billing role. Experience in mental health or behavioral health setting is a plus.

·        Technology Skills: Proficient in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with billing software and EHR systems. 

·        Compliance: Familiarity with insurance verification and claims processes, including knowledge of California specific regulations and HIPPA compliance.  

Physical Requirements:

·        Ability to sit, talk, and hear regularly.

·        Frequent walking and standing may be required.

·        Occasionally required to lift and move objects weighing up to 10 pounds.  

·        Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits:

·        Full-time employees are eligible for a comprehensive benefits package after a 90-day probationary period, including:

o   Medical, dental and vision insurance

o   401(k) Retirement

Soultenders is committed to creating an inclusive work environment. We offer competitive compensation and benefits to support the well-being of our employees. Working at Soultenders is more than just a job—it's an opportunity to contribute to a mission-driven organization that makes a meaningful difference in mental health care.

Equal Opportunity Employer: Soultenders is an equal opportunity employer, committed to a diverse and inclusive workforce.  We comply with all federal, state, and local laws regarding employment practices, and ensure non-discrimination in hiring and employment practices.