Practice Associate

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

📋 Description

• Schedule appointments and transfer clinical and administrative notes between EHR systems to ensure both records remain up-to-date.

• Accurately document changes promptly after each appointment, cancellation, or rescheduling.

• Generate reports to track no-shows and late cancellations within the caseload.

• Reach out to patients via text and phone to reschedule missed or cancelled appointments.

• Inform referring providers when patients are lost to follow-up.

• Process charges in accordance with policy for no-show and late-cancel appointments.

• Send text messages to patients for scheduling and confirming appointments.

• Assist with transitions after intake and between therapy, psychiatry, and collaborative care.

• Collaborate with providers to address scheduling conflicts and follow-up issues.

• Communicate patient status to referring clinicians.

• Adhere to escalation procedures for clinical concerns.

• Manage the FamilyWell phone line, directing calls and taking messages.

• Represent FamilyWell in a professional and welcoming manner to patients and partners.

• Ensure timely and accurate EHR documentation, outreach, charge processing, and call management.

⛳️ Requirements

• Minimum of 1 year experience in an administrative, scheduling, medical front-office, or customer service capacity.

• Ability to work comfortably across various EHR or software systems simultaneously.

• Excellent attention to detail, especially in data entry and charge processing.

• Clear and warm communication with patients via phone and text.

• Strong customer service abilities.

• Capacity to handle a high volume of tasks and follow-ups without overlooking details.

• Preferred: Familiarity with Healthie, EcW, or a similar EHR.

• Preferred: Experience in medical billing or charge posting.

• Preferred: Background in answering calls and providing customer service.

• Preferred: Experience in behavioral health or healthcare administration.

🏝️ Benefits

• Employment status is full-time and non-exempt.

• Training is provided for Healthie, Spruce, partner EHR systems, and internal Registry tools.

• We are an equal opportunity employer dedicated to building a team that reflects the diversity of the patients we serve.