Practice Administrator

Job Title: Practice Administrator 

Location: Southpark, Charlotte, NC 

Employment Type: Part-time, Independent Contractor (1099) 

Work Setting: In-person 

Hours: Approximately 25-28 hours per week, with some scheduling availability 

Compensation: $25/hour 

About Us: We are a collaborative group of five mental health clinicians in independent practice, sharing an office in the Southpark area of Charlotte. We provide therapy and psychological assessment services to children, adolescents, and adults. Our practices work closely together and share administrative support, creating a collaborative, professional, and welcoming office environment.

Position Overview: We are seeking an organized, dependable, and detail-oriented Practice Administrator to provide administrative and operational support for a group of five clinicians. This is a part-time 1099 independent contractor position with a high degree of independence and flexibility. The Practice Administrator will serve as an important point of contact for clients, clinicians, referral sources, and other professionals while helping keep the administrative side of our practices running smoothly.

This is a great opportunity for someone interested in gaining hands-on experience in a mental health or clinical setting while developing skills in practice administration, client coordination, billing, insurance, referrals, and office operations. The ideal candidate is someone who takes initiative, communicates well, enjoys staying organized, and is comfortable learning new systems.

Responsibilities: Scheduling & Client Coordination

• Manage scheduling, client communication, cancellations, and clinician calendars
• Coordinate new client inquiries, referrals, intakes, and onboarding
• Send and track intake paperwork and assist clients with general questions
• Help ensure a smooth and welcoming experience for clients from their initial inquiry through ongoing care

Billing & Out-of-Network Insurance Filing

• Manage day-to-day client billing, including processing payments and charging cards
• Monitor and follow up on outstanding client balances
• Submit and monitor out-of-network insurance claims through the electronic medical records (EMR) system
• Troubleshoot rejected or delayed claims and resubmit when needed

Referral & Clinician Support

• Manage incoming and outgoing professional referrals and communicate with referral sources
• Provide ongoing administrative support to five clinicians across four independent practices
• Assist with client communication, scheduling, referrals, billing, and other clinician needs
• Help clinicians stay organized and supported in their day-to-day practice operations

Office & Practice Management

• Oversee day-to-day office operations, including records, supplies, and general office organization
• Maintain efficient administrative systems and workflows across the practices
• Serve as a primary point of contact for clients, clinicians, and outside professionals
• Handle confidential client and practice information with discretion and professionalism

Qualifications:

• High school diploma or equivalent required
• College or graduate students pursuing a degree in psychology, counseling, social work, or another mental health related field are strongly encouraged to apply
• Experience in a mental health, medical, or administrative setting is a plus but not required
• Strong organizational skills and attention to detail
• Quick learner who is comfortable learning new systems, processes, and software
• Strong written and verbal communication skills
• Professional, personable, and comfortable communicating with clients and healthcare professionals
• Able to work independently, prioritize tasks, and manage multiple responsibilities
• Comfortable handling confidential and sensitive information
• Previous experience with out-of-network insurance claims is not required; training will be provided

Ideal Candidate:

The ideal candidate is organized, dependable, personable, and eager to learn. They are comfortable working independently, take initiative, and can stay organized while managing multiple tasks and priorities. We are looking for someone who communicates well, pays attention to detail, and is comfortable asking questions and figuring things out when needed. A genuine interest in mental health and working in a clinical environment is a plus.

Why Join Us?

This position offers the opportunity to work closely with a small group of mental health clinicians in a supportive, collaborative office environment. You will gain hands-on experience with the administrative and operational side of mental health practices while developing valuable skills in client communication, healthcare administration, billing, insurance, referrals, and practice management.

How to Apply:

If you think you may be a good fit for this position, we'd love to hear from you! Please send your resume and a brief cover letter sharing a little about yourself, your interest in the position, and your availability to ohildreth@livbalancedtherapy.com. We look forward to getting to know you!