Mission of the Role

As the primary Office Assistant and Biller, you will be the engine behind the practice's revenue cycle and patient coordination. You will manage complex insurance claims, handle sensitive patient communications, and ensure that the administrative side of the psychiatric practice runs seamlessly so that providers can focus on clinical care.

Schedule:

• Monday through Friday from 9 AM to 6 PM Somerville NJ. 12-5 schedule or 1-6 schedule to start 20-25 hours per week 

Independent Contractor Perks:

• Permanent Work from Home
• Immediate Hiring
• Steady Freelance Job

Responsibilities

Day to Day Tasks

• Manage Messages- Intake Q and Google Voice Text messages

• Manage Faxes- IntakeQ

• Submit claims for visits (day before) via Headway, Hello Alma or IntakeQ

• Manage emails- Google Workspace

• Prep any tasks for next day clients: create notes, Prescription Monitoring Program (PMP) aware reports, Genesight results etc

• Answer Alma/Headway emails looking for prescribers

• Answer Facebook requests for prescribers

• Med Refills/New meds from the day's appointments- MD Toolbox

Weekly Tasks

• Confirm/Review all claims are submitted

• Manage denied/rejected Claims

• Confirm all notes are closed- report of unlocked notes

• Confirm all extra tasks related to appointments completed- releases faxed, forms filled, meds sent, PA's, etc

• All messages answered- follow ups that were pending addressed

• All faxes "read" and responded to

• All Prior Authorizations and Forms completed and faxed

• Reconcile calendars- Alma, Headway, IntakeQ

• Confirm all clients have an upcoming appointment (Client List)

• Review Outstanding invoices

Monthly Tasks

• Establish connections with 5 new practices that serve local communities and do outreach

• Update Psychology Today profiles with new Zip Codes

• Make a post on Alma in all states with Practice Flyer and information

• Follow up on Outstanding claims- Excel Sheet

• Manage Client list (Harmony) to update Client list w/ Billing issues

• Outstanding Invoices (Harmony, Headway, Alma)- Excel list

Other Tasks

• Ways to get more clients in?

• Ways to make current systems more productive?

• Ways to capitalize on client requests to turn into an intake?

Technical Proficiencies (Required Tools)

• EHR & Billing: IntakeQ, Office Ally, Headway, Alma, Pear Portal.

• Claims & Eligibility: Availity, Navinet.

• Clinical Support: PMP Aware, Genesight, Cover My Meds.

• Marketing & Admin: Wix, Psychology Today, Google Workspace (Voice, Meet, Gmail).

Requirements

• Medical/Psychiatric Experience: Minimum 2+ years in healthcare administration, preferably in a mental health setting.

• Billing Expertise: Proven track record of successful insurance claims processing and denial management.

• Communication Skills: Exceptional verbal and written English; ability to handle sensitive patient inquiries with discretion and calm.

• Compliance: Deep understanding of HIPAA regulations and patient confidentiality.

• Autonomy: Ability to manage a high volume of tasks independently in a remote environment while meeting strict deadlines.

Why Join This Practice?

• Critical Impact: You are a key player in revenue cycle management and patient satisfaction.

• Supportive Environment: Ongoing training provided for practice-specific systems.

• Stability: Consistent full-time hours within a growing private practice.

Side Note

• This is a permanent work-from-home role under an Independent Contractor arrangement. Candidates must have their own computer and reliable internet connection, and are responsible for their own taxes and benefits. Professional hourly fees are established based on your performance in the application process.

Reminder

• Please follow the provided link to BruntWork’s Career Site to finish your initial application requirements, including the assessment questions, technical check, and voice recording. Submissions with all requirements fulfilled will receive priority review.