Medical Administrative Assistant and Insurance Verification Specialist

We are seeking an exceptionally articulate, detail-oriented, and reliable Medical Administrative Assistant and Insurance Verification Specialist to support our growing behavioral health practice in Louisiana. Operating in a sensitive clinical specialty, our practice represents compassionate care, seamless administrative operations, and high-tier patient support.

This is a dynamic, multi-faceted administrative role. You will serve as a core backbone for our clinic, ensuring patient charts are meticulously prepared before evaluations, prior authorizations are secured without delay, and daily schedule density is fully optimized. The ideal candidate will possess direct experience in psychiatry or behavioral health, strong familiarity with eClinicalWorks (eCW), and an exceptionally clear, professional English speaking voice to interact seamlessly with patients and Louisiana-based insurance payers.

Schedule & Daily Focus

• Schedule: Full-Time, 40 hours per week | Monday – Friday, 8:00 AM – 5:00 PM CST (US Central Standard Time)

VA's Top 3 Daily Tasks

1. Prior Authorizations & Insurance Verifications: Securing treatment approvals via payer portals and verifying active coverage ahead of care.
2. Evaluation Chart Setup: Preparing, reviewing, and setting up digital patient charts prior to initial evaluations and follow-up visits.
3. Financial Intake & Copay Collection: Processing patient copays, deductibles, and outstanding balance payments with total accuracy.

Core Responsibilities

Insurance & Financial Operations

• Prior Authorization Management: Submit, track, and secure prior authorizations for psychiatric evaluations, treatments, and ongoing mental health services using insurance portals and payer platforms.
• Benefit Verification: Execute comprehensive insurance eligibility checks, verifying active benefits, deductibles, and copay requirements.
• Payment Processing: Collect patient copays, record transactions accurately, and process patient payments prior to or immediately following appointments.

Clinical & Administrative Support

• Chart Preparation: Prepare and complete new patient charts in eClinicalWorks (eCW) prior to evaluations, ensuring all intake forms, medical histories, and authorization documents are attached.
• Prescription Refill Workflows: Process incoming prescription refill requests following approved clinic protocols and route them to providers.
• Phone & Calendar Operations: Handle inbound/outbound calls, schedule new patient evaluations, confirm follow-up appointments, and execute proactive patient recall workflows.
• Google Workspace Management: Maintain organized administrative communication, documentation, and calendars using Gmail, Google Docs, and Google Calendar.

• Behavioral Health Domain Expertise: Minimum of 2 years of medical administrative experience directly within Psychiatry, Behavioral Health, or Mental Health clinics.
• Software Literacy: Direct hands-on experience navigating eClinicalWorks (eCW) EMR is strictly required. Proficient in Google Workspace (Gmail, Calendar, Docs, Sheets).
• Insurance Auth Mastery: Proven track record navigating specialized insurance portals, completing prior authorizations, and conducting detailed benefit verifications.
• Phonetic & Verbal Excellence: Flawless written and spoken English skills with an exceptionally clear, articulate, and warm phone voice for daily patient and payer communication.
• Remote Workspace Setup: A private, HIPAA-compliant, distraction-free home office setup equipped with high-speed internet, a computer, and a professional headset.

Ideal Candidate Profile

The ideal candidate is a proactive, detail-driven healthcare administrator who thrives in a behavioral health setting. You understand the urgency of timely prior authorizations, take pride in spotless patient charts, and possess the warm, steady phone presence required to deliver an elite patient experience.