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Role Description
This position plays a key leadership and operational role in supporting the administrative team, improving clinic processes, and ensuring smooth patient and family experiences.
• Lead and support the administrative team while fostering accountability, teamwork, and proactive problem-solving.
• Manage daily and weekly team meeting workflows, including note-taking, transcription management, distributing updates, and tracking progress on goals.
• Organize and track administrative team projects such as:
• Annual insurance verifications
• Annual patient information updates
• Monitoring EMR accuracy and ensuring timely patient discharges
• Serve as backup for front office tasks when needed (excluding Medicaid/CMO authorizations).
• Assist with patient scheduling, waitlist management, and discharging inactive patients.
• Handle incoming faxes and manage shared email inboxes.
• Collect co-pays and coinsurance when required.
• Manage new patient referrals and oversee the intake process.
• Track plans of care and monitor authorization compliance.
• Track MD signatures and ensure documentation accuracy throughout the patient lifecycle.
• Verify benefits for both commercial and Medicaid policies.
• Transfer insurance responsibility information into clear patient-facing estimates.
• Oversee authorization processes (excluding Medicaid).
• Review claims cycles, monitor denial reasons, and help prevent financial loss through proactive follow-up.
• Assist with patient balance calls and provide support with billing questions.
• Interpret, track, and maintain strong performance across key KPIs, including:
• Advanced scheduling
• Clinician capacity utilization
• Arrival percentages
• Referral trends
• New clinician caseload development
• Produce reports that highlight billing performance insights, administrative milestones, and barriers.
• Assist with data entry, process improvement projects, and team-building initiatives.
• Support improvements to admin and billing workflows.
• Coordinate and assist with admin team engagement activities.
Qualifications
• 2+ years of experience in healthcare administration supporting medical office operations, preferably in pediatrics or therapy settings.
• 1+ year of experience supervising or coordinating an administrative team.
• Strong understanding of the patient lifecycle, insurance workflows, and revenue cycle processes.
• Excellent verbal and written communication skills; ability to support both families and internal staff professionally.
• High accountability, attention to detail, and strong organizational skills.
• Ability to work proactively, resourcefully, and independently in a fast-paced environment.
• Proficiency in EMR systems, scheduling platforms, and general office software (client uses Fusion/Ensora, Monday.com, Microsoft 365, and Curogram).
Benefits
• Competitive salary commensurate with experience.
• Opportunities for professional development and growth.
• Work in a dynamic and supportive team environment.
• Make a meaningful impact by helping to build and strengthen families across the globe.
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