Office Manager – Behavioral Health Practice (Remote)

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We are a small dedicated behavioral health practice focused on providing compassionate and client-centered care, with 160+ Therapists throughout FL. We're looking for a reliable and organized Office Manager to join our team and help us manage our day-to-day administrative operations. 

As the Office Manager, you will play a key role in ensuring smooth coordination between clients, referral sources, and our clinical team. This position is 100% remote (if you have a personal desktop/laptop and reliable internet), otherwise at our Orlando office. A company cell phone will be provided for calls and texts. Your main responsibility will be processing and assigning new cases. 

 Referral Management:
■ Process incoming referrals (faxed, phoned, emailed, completed on our website, via MindShare, etc - most are completed on our website, faxed second)
■ Verify insurance coverage in the Medicaid portal, Availity portals, and payer portals depending on the case.

■ If a case needs special authorizations, usually from a local payer (~2% of all cases), request those authorizations before the case is assigned.

■ Assign cases appropriately to clinical staff. You will have a lis of our staff, and how many cases they can take, and you will assign them cases.
■ Develop communication with our staff. Since our staff is spread throughout FL and works remotely, you will need to get to know each counselor, so that you are aware of any requirements, preferences, etc. You will also learn who responds to your emails quicker than others.

■ Contact the referral source if the case accepted or declined, to let them know the outcome and be cordial and complete in your responses. We usually do this via fax/email, or sometimes the schools have their own form to complete.
■ Enter referral data into our EHR system accurately and promptly, so that everything runs smoothly.

Client Coordination:
■ Answer and respond to calls/emails from clients and referral sources. You will get a company cell phone, to be able to make calls and texts from. You are expected to answer calls between 8 AM and 3PM. If a call is missed, you need to call the person back as soon as possible, or send them a text.
■ Follow up with newly assigned cases that have not completed intake. The system will alert you to which case is still pending an assessment.
■ Verify client insurance coverage as needed.
■ Reassign cases as needed.

Data & Communication:
■ Ensure all data in our EHR is accurate and up to date by monitoring reports. Our reports are live-reports, and they let you know what is missing in the system so that you can easily fix the errors.
■ Coordinate with Clinical and Case Management Directors regarding staff needs.
■ Assist Directors with authorizations when needed.
■ Monitors HR deadlines for all contracted staff and let them know about it.

■ Profiency in Spanish is strongly preferred
■ Prior experience in a healthcare preferred
■ Strong communication skills
■ Familiarity with EHR systems preferred
■ Skilled in Excel or Google Sheets
■ Comfortable with remote work, with access to a desktop/laptop/internet, and ability to work without major distractions 

What does the job look like day to day? You get to work from the comfort of your home for a flexible company with a supportive environment. You make a real impact in the behavioral health field as the first contact when clients reach out to us. The position is an easy one, yet crucial one, therefore a dependable and responsible individual is needed. 

You are expected to have our company cell phone and answer calls/texts are they come in. If you are in the middle of something, you need to make a note to reach back to them as soon as you can. You can set your voicemail to say somehting like "I am with a client right now, I will call you back in 10 minutes, or please text me and maybe be able to see your question sooner". The point is to make the client feel at-easy and take care of their questions.

We want someone who takes-charge and who is not afraid to learn new things.

■ Location: Remote (U.S. Based)
■ Position Type: Full-Time
■ Compensation: $40,000 W2 Salary (not hourly).
■ Benefits: Generous and flexible PTO, flexible remote work (no healthcare benefits however)
■ Hours: (40) Mon-Fri, we will work with you in scheduling the 40 hours to benefit both parties. Overtime is rare and needs prior-approval. 

The application will load below. Please complete it and submit it.

You will need:

■ Your resume

■ a 3-5 minute video about yourself (tell us who you are, and why you want this opportunity, and anything that separates you from other applicants)

We will review all applications that are complete.

If you are not selected, we will send you an email.