Front Office Administrator

Job Description

Job Description

CW Psychological Services is looking for a skilled administrative associate to assist our thriving practice and community in King of Prussia, PA.

This position plays an important part in the practice of ensuring the smooth operation, including interacting with clients, assisting clinical staff, and operating the front office, including insurance and billing tasks. We are looking for someone who displays exceptional organizational skills, attention to detail, a professional and friendly demeanor, and empathy. Being tech-savvy and having experience in handling administrative and billing duties in a healthcare or mental health setting are ideal.

As the Front Office Administrator, you will manage front office tasks such as client scheduling, marketing efforts, coordinating referrals, handling billing and insurance coordination, overseeing office operations, and liaising with maintenance. This position collaborates closely with the Owner and Billing team to ensure seamless operations and exceptional client service.

Our ideal candidate thrives in a supportive and team-oriented workplace, values mutual respect and transparency, enjoys access to complimentary snacks and beverages, appreciates a fun atmosphere with team-building activities, and embraces a relaxed dress code.

Come join CW Psychological Services and contribute to our mission of delivering top-notch mental health services and fostering hope for a brighter future.

Schedule Requirements

This position generally works 40 hours per week and is eligible for overtime as needed. The schedule could be flexible, as we are not a typical 9-to-5 operation and may differ based on practice needs and client flow.

Compensation

$16 to $19 per hour, depending on experience

$16 - $19 hourly

• Prioritize client care and provide exceptional customer service while handling phone calls and email communications, ensuring timely responses to inquiries
• Schedule initial sessions for clinicians and manage rescheduling/cancellations
• Handle client issues and escalate, as needed
• Conduct insurance verifications and gather necessary client information
• Maintain and distribute reports for documentation to keep staff informed
• Conduct research to identify potential partnerships and referral sources, and connect with them via phone call or email
• Work with the referral coordinator and use the Active Campaign portal for marketing efforts
• Create and distribute marketing materials, such as flyers and newsletters
• Distribute information regarding insurance updates impacting the practice
• Manage outreach programs and ensure continuous connections with referral sources to maintain steady referrals
• Assist with monthly training distributions and performance evaluations
• Handle and send out company policy communications
• Manage day-to-day operations of the office, including maintenance requests and vendor coordination
• Provide support for office assignments
• Verify insurance eligibility and benefits for mental health services
• Collect co-pays, deductibles, and out-of-pocket payments at the time of service
• Accurately enter and update insurance and billing information in the system
• Submit insurance claims via electronic health records (EHR) or billing software
• Follow up on unsettled claims and denied reimbursements, working with payers and clients as needed
• Generate patient statements and communicate outstanding balances professionally and sensitively
• Maintain billing records and reconcile daily transactions
• Coordinate with the Billing Manager or third-party billing provider if applicable

• High school diploma or GED required. A higher degree, like an associate’s or bachelor’s, is preferred
• Two (2) years of overall experience in a face-to-face customer service role
• At least a year or more of experience in an administrative support role is preferred
• Previous experience in a medical or clinical practice is helpful
• Experience with light marketing and customer outreach is helpful
• Possess a high level of professionalism and excellent customer service skills
• Possess the ability to multitask and identify changing priorities
• Relentless attention to detail
• Ability to effectively communicate one-on-one with clients, co-workers, or vendors
• Can thoughtfully write reports, emails, memos, and correspondence.
• Ability to use and learn scheduling systems
• Proficiency in or willingness to learn Practice (electronic health records)
• Proficiency in or willingness to learn Hushmail (email), Talkroute (virtual phone), and Fax Plus

CW Psychological Services provides outpatient therapy services for adults, children, and families experiencing a wide range of behavioral health concerns. Our established referral network and extensive insurance partnerships allow clinicians to build sustainable caseloads quickly.

We are committed to reducing administrative burdens so clinicians can focus on what matters most: delivering meaningful, high-quality care that improves the lives and well-being of our clients.

Join a team that values clinical excellence, authentic collaboration, and professional growth.