Mental Health Practice Administrator

About the Role

The role is integral to the success of the practice, as it ensures that all non-clinical aspects of patient care are managed effectively. This includes everything from patient referrals and scheduling to billing operations and compliance. By streamlining these processes, the Mental Health Administrator enables clinicians to focus on delivering exceptional care.

Virtual Peace of Mind is dedicated to advancing equitable mental health access, and the Mental Health Administrator will be at the forefront of this effort. By working to ensure timely access to care and efficient billing processes, this role contributes directly to the organization's mission.

What You Will Do

• Manage patient referrals, verifications, scheduling, and intake workflows to ensure timely access to care.
• Troubleshoot and resolve non-clinical issues such as scheduling conflicts or process delays.
• Partner with clinical leadership and administrative teams to maintain efficient systems.
• Oversee billing operations, including claim submission, payment posting, and denial management.
• Ensure timely and accurate revenue cycle processes.
• Collaborate with billing vendors or internal staff to resolve discrepancies.
• Monitor accounts receivable and provide leadership with regular financial reporting.
• Act as a liaison between providers, clients, and administrative staff.
• Ensure providers have accurate documentation and support for billing and compliance.
• Oversee client and provider communication regarding scheduling, billing, and practice operations.
• Ensure adherence to HIPAA, state regulations, payer requirements, and organizational policies.
• Track service utilization, billing performance, and prepare regular reports for leadership.

What We Are Looking For

• Bachelor’s degree in Health Administration, Business, Social Work, or a related field.
• 3–5 years of experience in mental health or healthcare practice administration.
• Proven experience with billing, insurance claims, and revenue cycle management.
• Strong knowledge of behavioral health workflows (intake, referrals, scheduling, compliance, utilization).
• Excellent organizational and communication skills.
• Proficiency in Google Workspace, Excel, and practice/project management tools and systems (e.g., Trello, Airtable, ClickUp, EHRs).
• Experience working in a fully remote practice environment.
• Ability to work independently and as part of a remote team.
• Strong analytical and problem-solving skills.

Nice to Have

• Experience with electronic health records (EHRs) and practice management systems.
• Knowledge of state-specific mental health regulations and laws.
• Certification in medical billing or healthcare administration.
• Experience in a mental health practice setting.

Benefits and Perks

• Competitive salary.
• Flexible, fully remote work environment.
• Opportunities for professional growth and development.
• Comprehensive health insurance.
• Generous paid time off policy.
• Retirement savings plan.
• Access to cutting-edge technology and tools.
• Collaborative and dynamic work environment.

• Tip: Showcase your experience with Excel and practice management software in your resume and cover letter to stand out.
• Ensure your portfolio includes examples of your work in healthcare administration, particularly in mental health settings.
• Prepare to discuss your experience with billing operations and revenue cycle management during the interview.
• Highlight your understanding of HIPAA regulations and how you ensure compliance in your previous roles.
• Be ready to talk about your experience working in a fully remote environment and how you manage your time effectively.
• Consider reaching out to current or former employees of Virtual Peace of Mind to gain insights into the company culture and expectations.
• During salary negotiations, be prepared to discuss your expectations based on industry standards and your qualifications.