Behavioral Health Administrative Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Call Management: Promptly answer all incoming calls and ensure that no calls are missed.

• Patient Onboarding & Scheduling: Oversee the intake of new patients and coordinate their appointments.

• Referral Management: Process referrals and ensure timely follow-up actions.

• Follow-Up on No-Shows: Reach out to patients at least twice and send text reminders along with the necessary documentation.

• Verification of Insurance & Prior Authorizations: Accurately process and confirm patient coverage.

• Quick Response to Leads: Follow up on new inquiries/referrals within 5 minutes, which is a critical KPI.

• Patient Assistance: Address patient queries, including basic clinical inquiries when suitable.

• Handling Objections (Nice-to-Have): Comfortably address basic patient concerns or hesitations over the phone.

• Team Engagement: Participate in daily Zoom meetings with the team.

⛳️ Requirements

• HIPAA training and certification (mandatory).

• Demonstrated experience in healthcare administrative roles.

• Background in behavioral health or mental health practices (preferred).

• Capability to address patient inquiries beyond scheduling (e.g., inquiries about medication side effects, general clinical questions).

• Exceptional communication skills (proficient spoken and written English required).

• Consistency, accountability, and reliability are essential.

• Strong critical thinking and problem-solving abilities.

• Familiarity with various EHR systems (experience with Valant preferred but not essential).

• Open to candidates with experience in other EHR platforms, as the systems may transition to one integrated with HubSpot.

• Experience using the RingCentral phone system (preferred).

• Availability to work during CDT business hours.

• Spanish bilingual ability (preferred but not mandatory).

• Ability to navigate basic sales or patient objections over the phone.

• Relevant experience in a similar administrative or healthcare support position is required.

🏝️ Benefits

• Dedicated HR & Contractor Support Team: Access to exceptional support for inquiries, guidance, contract matters, and client communication.

• Optional Premium VPN Access: A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.

• HIPAA & Cybersecurity Training + Certification (Provided): Gain access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently manage PHI for U.S. healthcare clients.

• Top 1% VA Performance Training: Access proprietary training on communication, client management, productivity systems, and best practices to help you excel as a VA and improve long-term client retention.

• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off as per the client’s needs and schedule.

• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.

• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.

• Optional Performance-Based Incentives: Certain clients may offer bonuses, incentives, or increased hours based on your performance.