Administrative Assistant (Remote – Philippines-Based)

About Us

We are an accredited outpatient behavioral health organization based in Maryland, USA, providing high-quality psychiatric services, psychotherapy, psychiatric rehabilitation (PRP), case management, medication management, and substance use disorder treatment to children, adolescents, adults, and families.

We are seeking a highly organized, dependable, and detail-oriented Administrative Assistant based in the Philippines to join our growing team. This is a 100% remote Independent Contractor position supporting our U.S. operations during Eastern Time business hours.

This position is ideal for someone who enjoys both customer service and administrative problem-solving. You will be the first point of contact for many of our clients while also helping ensure our billing, authorizations, and insurance processes run smoothly.

Experience in a U.S. medical or behavioral health office is preferred but not required. We are willing to train an exceptional candidate with the right attitude, professionalism, and willingness to learn.

Position Summary

As our Administrative Assistant, you will serve as the administrative hub between clients, clinicians, insurance companies, and leadership.

Your responsibilities extend beyond answering phones and scheduling appointments. You will assist with intake coordination, insurance verification, authorizations, billing support, payment reconciliation, client satisfaction initiatives, and maintaining accurate documentation within our electronic medical record (EMR).

This role requires excellent communication skills, exceptional attention to detail, strong organizational abilities, and the confidence to communicate professionally with insurance companies and healthcare providers.

Primary Responsibilities

Client Services

• Answer incoming telephone calls professionally and compassionately
• Respond to client inquiries via phone and email
• Schedule, reschedule, and confirm appointments
• Send electronic intake packets and required forms
• Verify completion of intake paperwork before appointments
• Assist clients with appointment reminders and scheduling concerns
• Route urgent calls appropriately according to clinic protocols

Insurance & Revenue Cycle Support

• Verify insurance eligibility and benefits
• Obtain initial authorizations and concurrent authorizations
• Monitor authorization expiration dates
• Prevent interruptions in services due to expired authorizations
• Review Explanation of Payments (EOPs/EOBs)
• Reconcile insurance payments with submitted claims
• Identify denied, rejected, or unpaid claims
• Contact insurance companies to investigate claim status
• Document claim follow-up activities accurately
• Escalate complex billing issues when necessary

Administrative Support

• Maintain accurate electronic records in the EMR
• Monitor provider schedules
• Coordinate communication between clinicians and clients
• Assist with document management and secure record keeping
• Track administrative reports and assigned tasks
• Support compliance with HIPAA and organizational policies

Quality Improvement

• Conduct quarterly client satisfaction surveys
• Track survey participation and results
• Prepare summary reports for leadership
• Identify opportunities to improve the client experience

Qualifications Preferred

• Minimum of one (1) year of experience in:
  • U.S. healthcare
  • Behavioral health
  • Mental health
  • Medical office
  • Medical billing
  • Insurance verification
  • Patient scheduling
  • Front desk or intake coordination

Experience in any combination of these areas is highly desirable.

Knowledge & Skills

• Excellent English verbal and written communication
• Professional telephone etiquette
• Strong customer service skills
• Ability to remain calm when speaking with distressed clients
• Working knowledge of:
  • Insurance verification
  • Prior authorizations
  • EOP/EOB reconciliation
  • Insurance follow-up
  • Medical scheduling
• Strong attention to detail
• Excellent organizational and time management skills
• Ability to multitask effectively
• Ability to work independently with minimal supervision after training
• Strong problem-solving and critical-thinking skills
• High level of integrity and professionalism
• Willingness to learn U.S. behavioral healthcare processes

Technical Requirements

• Quiet, distraction-free home office
• Reliable high-speed internet connection (backup internet preferred)
• Computer with dual monitors preferred
• Noise-cancelling headset
• Webcam for meetings
• Ability to work during U.S. Eastern Time business hours

Schedule

Monday – Friday

9:00 AM – 6:00 PM Eastern Time

One-hour unpaid lunch break

No weekend work unless requested for special projects.

Employment Type

• 100% Remote
• Independent Contractor
• Philippines-Based
• IRS Form W-8BEN required

Compensation

Competitive compensation based on experience and qualifications.

Why Join Our Team?

At our organization, your work directly supports individuals and families receiving behavioral healthcare services. Every phone call answered, every authorization obtained, and every billing issue resolved helps ensure our clients continue receiving the care they need.

We value professionalism, accountability, teamwork, continuous learning, and compassionate service. We invest in training and are committed to helping motivated team members grow their skills in U.S. healthcare administration.

If you are organized, dependable, enjoy solving problems, communicate with confidence, and want meaningful long-term remote work, we encourage you to apply.

We welcome applicants without prior behavioral health experience who demonstrate strong administrative abilities, excellent communication skills, and a genuine willingness to learn.