Admin Coordinator - Tucson

About the Role  

The Account Manager Admin Coordinator will work collaboratively with Office Managers, Account Managers, Assistant Managers, providers, and other departments within the company to support a variety of daily tasks and projects. This role is designed to develop expertise in the administrative and practice management functions of private practice. 

Key responsibilities include assisting Account Managers with tasks such as charge slip outreach, analyzing metrics, updating schedules within the EHR system, resolving technology issues by contacting EHR key accounts, and contributing to cross-departmental projects. By ensuring efficient administrative processes and proactive support, this role plays a crucial part in the productivity of providers and the overall success of the company. 

Success in this role requires proactive communication, strong organizational skills, and attention to detail, as well as the ability to think critically and escalate issues when necessary. Building strong relationships with teammates and providers is essential, as is maintaining flexibility and resourcefulness in navigating challenges. This role requires the ability to balance technical and analytical tasks, such as metrics analysis and schedule updates, with interpersonal skills that foster provider satisfaction and team collaboration. 

Responsibilities

• Develop expertise in private practice management, including coding, records requests, client rescheduling, CRM tracking, and technology platforms. Manage provider schedules, including in-person visit requirements, and update schedules using the EHR system. 

• Assess current workflows and recommend improvements. Collaborate with the Telehealth Manager and Regional Managers to share ideas with leadership and implement solutions. 

• Analyze practice data and compile metrics workbooks for business coaching. Audit metrics such as follow-ups, intakes, and schedules, ensuring data accuracy and completeness. 

• Monitor compliance by addressing outstanding charge slips or other compliance issues with providers. Identify clients without follow-ups and work with providers to ensure they are re-scheduled. 

• Evaluate provider satisfaction, addressing common concerns such as financial insecurity or practice performance, and escalate issues when necessary. 

• Facilitate provider support through Office Hours Zoom meetings, responding to questions, troubleshooting issues, and delivering excellent customer service to both clients and providers via phone, email, and in person. 

• Partner with the management team to align provider goals, track outcomes, and execute complex tasks with timely follow-through. 

Requirements

• Demonstrated leadership skills, including training new employees, managing workflows, identifying inaccuracies, and providing proactive solutions. 

• Proficiency in technology troubleshooting and experience with systems such as EHR and Power BI. 

• Strong alignment with company culture: dependable, collaborative, adaptable, authentic, and eager to learn. 

Benefits

• We provide our full-time employees with:
• 75% coverage of health, dental, and vision insurance
• 15 PTO days accrued annually6
• 6 paid holidays per year
• 401k matching
• Life Insurance
• Professional development training and opportunities for advancement

We are an equal opportunity employer with a progressive workplace based on teamwork, integrity, and customer service. We are committed to cultivating the long-term professional potential of our team. Applicants from all fields are encouraged to apply. Background check required. Come join a strong team making an impact in the service world of mental health!

It is a conflict of interest to simultaneously be an employee of Mindful Support Services and a client of Mindful Therapy Group.

Job Type: Full-time; In-Office

Salary: $17.00 per hour