Office Administrator

About the Role
We’re seeking a tech-savvy, proactive Office Manager who excels at communication, organization and problem-solving. This remote role is central to our client experience and clinician support. You’ll handle scheduling, intake and clinician matching, billing, insurance credentialing, onboarding and multi-state compliance, and you’ll play a key part in the practice’s strategic growth.

Key Responsibilities

Client Intake, Matching & Scheduling

• Monitor and respond promptly to new client inquiries by email and phone.
• Match new clients with the right clinician using our intake and matching system, based on insurance, state licensure, specialty and clinician availability.
• Verify client insurance coverage or payment method and schedule initial sessions.
• Manage and optimize clinician schedules on platforms like SimplePractice, Headway and Zocdoc.
• Earn a $10 commission for every new client you schedule who attends at least 8 sessions.

Insurance & Credentialing

• Manage clinician credentialing and re-credentialing with insurance payers, including CAQH profile upkeep and attestations.
• Coordinate with insurance platforms (such as Headway and Lyra) on enrollment, account issues and payer questions.
• Track credentialing status, expiration dates and license renewals across states.

Billing & Finance

• Make sure payments are entered and processed the same day.
• Manage communication with our external billing service.
• Track weekly financials, including income and expenses by provider.
• Calculate and send weekly payroll reports and handle clinician compensation.
• Help with bookkeeping and confirm that payments match the sessions billed.

HR & Multi-State Compliance

• Onboard new team members through Rippling and maintain accurate employee and contractor records.
• Support multi-state payroll and employer tax registrations as the practice adds clinicians in new states.
• Coordinate records requests, subpoenas and other compliance matters in partnership with leadership.
• Help maintain practice SOPs, contract templates and administrative documentation.

Hiring & Onboarding

• Help recruit new clinicians, including interviews and contract processing.
• Onboard new clinicians into practice systems and directories (SimplePractice, Zocdoc, Headway, CAQH, Slack and more).

Directories, Website & Marketing

• Maintain clinician profiles on Psychology Today and other directories.
• Keep the WRP website up to date with clinician bios, services and practice announcements.
• Send weekly patient surveys and monthly clinician feedback forms.
• Work with the team on strategies to improve the client experience and grow the practice.

Operations

• Support daily administrative work remotely, in collaboration with the General Manager and clinic directors.
• Make sure patient portals and scheduling platforms are used efficiently.
• Be on call during business hours and respond quickly to the team by phone, Slack or email.
• Be flexible with your schedule. Issues sometimes come up on evenings or weekends that need your attention.

Practice Growth & Strategic Support

• Work directly with the General Manager and Owner to carry out Wellness Road’s growth initiatives.
• Help plan and carry out operational improvements, hiring goals and client acquisition strategies.
• Help track KPIs, clinician productivity and patient feedback to guide decisions.

What We’re Looking For

• Proficiency with CRM and practice-management software, or the ability to learn new technology quickly.
• Strong attention to detail and comfort managing many moving parts across systems.
• Experience with insurance credentialing, medical billing or healthcare administration is a strong plus.

Written Questionnaire (Required)
To be considered for the Office Manager position, please complete the short written questionnaire included with your application. We’d love to learn more about you, your experience and what draws you to Wellness Road Psychology.

We’re looking for authenticity and clear communication, not perfection.