Remote Administrative Assistant-Behavioural Health

CDL was founded in early 2003 by its current Managing Director Lucy Mmari.Within her 14 year tenure in a well established logistics company, She honed her skill in human resources management and thereafter started CDL.

Remote Administrative Assistant-Behavioural Health

Role Overview

• We are seeking a highly organized and detail-oriented Remote Administrative Assistant to provide administrative support to a U.S.-based behavioral health practice. The role involves managing patient records, scheduling, payment processing, insurance follow-up, pharmacy prior authorizations, GeneSight orders, and other healthcare administrative functions.

• The successful candidate must demonstrate strong communication skills, professionalism, confidentiality, accuracy, and the ability to work independently in a remote environment.

Key Responsibilities

Patient Records & Administrative Support

• Accurately enter, update, organize, and maintain patient demographic, insurance, billing, and administrative information in the EHR/EMR.

• Review records for completeness and correct or follow up on missing information.

• Maintain organized electronic documentation and ensure information is assigned to the correct patient.

• Escalate matters requiring clinical judgment to the appropriate professional.

Pharmacy Prior Authorizations

• Prepare and submit pharmacy prior authorization requests.

• Gather required patient, medication, clinical, and insurance information.

• Track submissions, follow up with pharmacies and insurers, and maintain accurate records.

• Communicate approvals, denials, and outstanding requirements to the appropriate team members.

GeneSight Orders

• Process GeneSight orders in accordance with established procedures.

• Verify patient, insurance, provider, and administrative information before submission.

• Track orders, follow up on outstanding requirements, and document progress.

• Escalate matters requiring clinical or medical judgment.

Revenue Cycle & Billing Support

• Assist with insurance verification, billing follow-up, payment processing, and other RCM activities.

• Track outstanding billing and insurance matters and follow up as required.

• Communicate with insurers regarding routine eligibility, claims, and administrative queries.

• Maintain accurate billing and payment records and escalate complex issues appropriately.

Assessment Scheduling

• Schedule, reschedule, and confirm psychological and behavioral-health assessment appointments.

• Coordinate appointments with patients, psychologists, clinicians, and administrative staff.

• Ensure required administrative, insurance, referral, and demographic information is available.

• Provide approved appointment instructions and follow up on outstanding scheduling matters.

Patient & External Communication

• Communicate professionally and compassionately with patients by telephone and approved electronic channels.

• Respond to routine administrative enquiries and obtain or clarify required information.

• Communicate with pharmacies, insurance companies, healthcare institutions, and other external organizations.

• Document calls and communications accurately and route clinical matters to licensed professionals.

• Maintain professionalism when handling sensitive or challenging situations.

Team & General Administrative Support

• Support therapists, psychologists, psychiatric providers, and administrative staff with day-to-day administrative tasks.

• Respond promptly to internal requests and communicate outstanding issues or delays.

• Follow assigned tasks through to completion.

• Use Google Workspace for communication, documentation, scheduling, meetings, and information management.

Privacy & HIPAA Compliance