Remote Administrative Assistant-Behavioural Health

Role Overview

This is a fully remote, back-office position supporting a U.S. behavioral health practice, and it sits at the center of everything that has to happen behind an appointment: clean charts, approved prescriptions, confirmed sessions, and claims that actually get paid. On a typical day you will move between the EHR, insurance and pharmacy portals, and the scheduling calendar — uploading patient details, pushing prior authorizations toward a decision, processing GeneSight orders, and chasing down whatever is stuck in the revenue cycle. The clinicians you support are only as effective as the administrative layer beneath them, so your accuracy, follow-through, and judgment about when to escalate make a direct difference to patient care.

Key Responsibilities

• Keep patient records complete and current in the EHR/EMR, entering and auditing demographic, insurance, and billing data, correcting gaps, and flagging anything that needs a licensed professional's judgment.
• Assemble and submit pharmacy prior authorization requests — gathering medication, clinical, and coverage details — then track each submission against pharmacy and insurer responses until it is resolved or escalated.
• Process GeneSight and comparable diagnostic or laboratory orders from start to finish: verify patient, provider, and insurance details before submission, monitor outstanding requirements, and document each step.
• Support the revenue cycle by confirming eligibility, following up on unpaid or denied claims, processing payments, and keeping billing records accurate and reconciled.
• Schedule, reschedule, and confirm psychological and behavioral health assessments, coordinating across patients, psychologists, clinicians, and office staff, and making sure referrals, insurance information, and intake details are in place beforehand.
• Act as the practice's phone and email point of contact for patients, pharmacies, insurers, and outside healthcare organizations — recording every exchange and handling sensitive or difficult conversations calmly and compassionately.
• Back up therapists, psychologists, psychiatric providers, and administrative colleagues with day-to-day tasks, closing out internal requests promptly and surfacing delays or obstacles rather than letting them sit.

Requirements & Qualifications

• Bachelor's degree in health information management, healthcare administration, public health, health services management, health informatics, business administration with a healthcare concentration, or a closely related field.
• Three to five or more years of administrative experience inside a healthcare environment — a clinic, hospital, behavioral health group, insurer, or similar organization — including direct support of healthcare professionals.
• Prior hands-on use of an EHR/EMR system and a working command of patient-information workflows.
• Solid grounding in HIPAA, patient confidentiality, and the cybersecurity and data-handling expectations that come with protected health information.
• Fast, accurate data entry plus the organizational discipline to triage competing tasks and see them through to completion.
• Excellent written and spoken English, with the confidence and clarity to handle telephone conversations professionally.
• Strong interpersonal and customer-service instincts, including patience with anxious or frustrated callers.
• Comfort working independently and meeting deadlines without close supervision, while knowing when a matter must be escalated.
• Proficiency with Google Workspace — Gmail, Calendar, Drive, Docs, Sheets, Meet, Chat, and Google Voice.
• Reliable high-speed internet and a private, secure workspace suitable for handling sensitive health information.

Preferred background:

• Exposure to behavioral health, mental health, psychiatry, psychology, therapy, or counselling settings.
• Pharmacy prior authorization and appeals work, or GeneSight and similar diagnostic/lab order processing.
• Healthcare billing, revenue cycle management, insurance verification, insurer communication, or payment processing.
• Psychological or behavioral health assessment scheduling.
• Experience supporting a U.S.-based healthcare organization and familiarity with U.S. healthcare terminology and administrative practice.

Systems you will touch: EHR/EMR platforms, Google Workspace, pharmacy prior authorization portals, GeneSight ordering tools, billing and RCM software, insurance portals, practice-management and scheduling systems, and secure communication or payment platforms. You do not need to know every one of these on day one — what matters is proven technical aptitude and the ability to pick up new systems quickly.