Office Manager/Administrative Assistant

Position: Office Manager/Administrative Assistant

Type: Independent Contractor/1099

Hours: Part-Time, flexible schedule

Rate: $16-17/hr. Hours are expected to fluctuate week to week but will not be expected to currently exceed 20hrs/week. Any increase in hours is worked or expected will only occur upon mutual agreement by both parties. Office Manager is paid once monthly upon receipt and review of his/her hourly log.

Description: Assist the therapists with scheduling, managing patient information, billing, coordinating between treatment providers, and other required administrative tasks. Most of not all tasks can be completed remotely utilizing virtual and internet-based software programs provided by New Solutions Counseling, PLLC with flexibilty in hours as long as patient needs are met within necessary timeframes. Training for all duties will be provided by practice owners. You will be the primary contact for our patients. Your role is vital in providing access the and cutting edge, unique, and effective methods of healing we provide to our patients.

We are private practice counseling practice that serves all different populations but specializes in extreme cases of stress and trauma-related disorders as well as some other niche populations. We require someone who is able to show true care and compassion, able to hold professional boundaries, not easily offended, adaptable, and able to keep track of patient's needs/treatment, and capable of being firm but professional as needed. This job is not for everyone and that's okay. But if you want to make an incredible impact on people’s lives by helping bring them walk out their path to long-term healing then this position can be very satisfying. You will work closely with the treatment providers you assist as a vital member of the care team. Position involves access to sensitive and confidential client information that is federally protected. Three letters of reference plus a credit and criminal background check are required as part of the hiring process.

Job responsibilities include but are not limited to:
Scheduling (returning intake calls/emails, scheduling patients, cancelling session as needed), tracking patient needs for agency providers.

Email inquiries (communicating with new and current clients RE: administrative and/or clinical questions, out of office notices, policy changes, etc.).

Handling medical records, records requests, managing communication between third party payers, and assisting clients with documentation needed for reimbursements.

Serve as initial point of contact for professional inquiries, community providers, marketers, etc.

You will serve as the liason between New Solutions Counseling & HC Solutions Training & Consulting, a partner company.

Coordinating with vendors to facilitate & coordinate speaking engagements and facilitating travel arrangements for New Solutions Counseling staff associated with HC Solutions.

Keeping accurate financial records, accounts receivable, pursuing client reimbursements, submitting for collections if needed.

Managing office supplies.

Account creation (entering demographics, setting up appointment reminders, etc.).

General record keeping, filing, and dictation if needed.

Insurance/contract billing and account receivables.

Accounting (Posting payments, creating/issuing statements and receipts, posting payments, collecting balances due, preparing End of Fiscal Year reports for tax prep, etc.).

Preparing Treatment Reports and other legal writings for whom NSC serves as a contract provider (Legal/Medical writing instruction to provider by employer).

Managing written marketing materials (updating website, updating agency paperwork, ordering business cards/brochures, creating flyers, etc.).

Utilization of fax/phone system (updating and tracking voicemail recordings, written communication, etc.).

All other relevant clerical tasks, as needed.

Once trained, Office Manager will also be responsible with following up with clients to assess their progress post-session as needed and directed by providers.

Serve as an intermediary and primary point of administrative contact between the client & the treatment providers.

Job Type: Part-time

Pay: $16.00 - $17.00 per hour

Expected hours: 20.0 per week

Work Location: Remote