Practice Administrator (Healthcare / Mental Health)

Practice Administrator (Healthcare / Mental Health) Long-Term Independent Contractor | Approximately 20 Hours per Week | Starting at $18/hour About Us Healing Hearts Counseling Service is a growing outpatient mental health practice committed to providing exceptional care while building operational systems that allow our organization to grow with excellence. We are looking for a long-term Practice Administrator who wants to become an integral part of our team—not simply complete tasks. If you enjoy improving systems, solving problems, supporting providers, and creating exceptional client experiences, we would love to meet you. About the Position This is not a general Virtual Assistant position. This is a Healthcare Practice Administrator role supporting the daily operations of an outpatient behavioral health practice. The successful candidate will help ensure clients receive excellent service, providers receive outstanding administrative support, and the practice operates efficiently. This position requires independent judgment, strong organization, excellent communication, and the ability to think beyond individual tasks. Responsibilities Your responsibilities will include: Client Services Answer phone calls Respond to text messages Manage shared email inbox Schedule new and existing clients Coordinate provider calendars Review intake paperwork Contact clients regarding missing paperwork Notify clients regarding declined payment methods Maintain waitlists Provide exceptional customer service Healthcare Administration Verify insurance eligibility and benefits Document insurance verification Assist with insurance claims follow-up Follow up on denied claims Maintain billing documentation Support revenue cycle processes Provider Support Assist with therapist credentialing Maintain CAQH profiles Track credentialing applications Maintain provider files Support therapist onboarding Practice Operations Maintain Google Drive organization Organize electronic files Maintain administrative records Assist with workflow improvements Prepare administrative reports Support operational projects Required Experience Applicants must possess ONE of the following: At least 2 years of experience in behavioral health administration, healthcare administration, medical office administration, insurance verification, credentialing, medical billing, executive administration, or practice operations; OR At least 3 years of progressively responsible administrative experience supporting a fast-paced professional office requiring organization, customer service, communication, and independent problem-solving. Preferred Experience Experience in any of the following is highly desirable: Behavioral Health Mental Health Medical Office Administration Healthcare Administration Practice Administration Healthcare Operations Insurance Verification Medical Billing Claims Follow-up Credentialing CAQH HIPAA Compliance Executive Administration Required Skills Exceptional written English Professional verbal communication Excellent customer service Critical thinking Strong organizational skills Time management Professional judgment Ability to work independently Ownership mentality Adaptability Confidentiality Attention to detail Technology Experience Experience with the following is preferred: Google Workspace Google Drive SimplePractice (or another EHR) Microsoft Office ChatGPT Cloud-based software Practice Management Software What We're Looking For We are looking for someone who naturally: Thinks critically Solves problems Takes ownership Learns quickly Accepts coaching Communicates proactively Protects confidential information Enjoys improving systems Represents our organization professionally This position is best suited for someone who enjoys helping build an organization rather than simply completing assigned tasks. Availability Approximately 20 hours per week Business hours are Monday through Friday, 8:00 AM–5:00 PM Central Time. Work schedule is flexible; however, availability must support timely communication during normal business hours. Long-term relationship preferred. Compensation Independent Contractor (1099) Starting at $18.00/hour, based on experience Opportunity for increased responsibilities as the practice continues to grow To Apply Please submit: Resume Cover Letter In your cover letter, answer the following: 1. What attracted you to this position? 2. What experiences have prepared you for this role? Applicants selected for interviews will complete a structured interview process that includes professional judgment and situational interview questions. Before You Apply We believe resumes tell us where you've worked. Our interview process helps us understand how you think, solve problems, communicate, exercise professional judgment, and serve others. If you enjoy supporting a mission-driven organization and are looking for a long-term opportunity where your work has a meaningful impact, we encourage you to apply.