Administrative Assistant

Part-Time Remote Healthcare Administrative Assistant

**12 Hours per Week Monday–Thursday Remote**

About the Role

We are seeking a reliable, proactive, and detail-oriented Part-Time Remote Healthcare Administrative Assistant to support the day-to-day administrative operations of a mental health and psychiatric practice.

This role is ideal for someone who is highly organized, communicates professionally and compassionately with patients, and thrives working independently in a remote environment. The successful candidate will help ensure that messages are addressed promptly, referrals and administrative tasks are tracked effectively, and essential practice operations run smoothly.

We are looking for someone who values mental health care, takes ownership of their responsibilities, and is interested in growing with the practice over time.

Individual must be based in the United States.

Key Responsibilities

Communication and Message Management

• Monitor and manage incoming emails, electronic medical record (EMR) portal messages, faxes, text messages, and phone calls.
• Review and address messages twice daily, with one check in the early morning and another in the mid-afternoon.
• Respond to patient and professional communications in a timely, professional, and compassionate manner, escalating clinical questions or urgent concerns to the appropriate clinician.
• Maintain organized communication workflows to ensure messages are routed, documented, and followed up on appropriately.

Task and Administrative Management

• Manage and maintain the practice’s Todoist task management system, including assigning tasks, tracking deadlines, and following up on outstanding items.
• Complete administrative forms and PDFs, including disability paperwork and other patient-related documentation, according to established procedures.
• Follow up on overdue invoices once weekly.
• Update new email addresses in the practice’s email newsletter distribution list.
• Track professional licensure and certification renewal dates and help ensure renewals are completed on time.
• Assist with occasional administrative projects and other operational needs as they arise.

Referral and Prescription Management

• Coordinate referrals by contacting relevant offices or individuals, tracking referral status, and following up as needed.
• Process prescription prior authorizations, including completing required documentation and communicating with insurance companies and other relevant parties.
• Maintain accurate records of referral and prior authorization progress and communicate outstanding issues to the appropriate team member.

Student and Preceptor Administration

• Coordinate the onboarding of student preceptors and maintain associated student and preceptor files.
• Organize, update, and maintain records in preparation for approximately three student onboarding cycles per year.
• Ensure files and related documentation are complete, accurate, and appropriately maintained.

Team Collaboration

• Attend one weekly 30-minute team meeting.
• Communicate proactively about task status, barriers, deadlines, and items requiring clinician input.
• Work independently while remaining responsive, accountable, and aligned with practice priorities.

Required Qualifications and Non-Negotiables

Applicants must meet the following requirements:

• Healthcare experience: Previous experience in a healthcare setting, with familiarity with healthcare-related administrative processes.
• Patient communication experience: Demonstrated ability to communicate professionally, respectfully, and compassionately with patients.
• Remote-work independence: Ability to manage responsibilities, prioritize tasks, meet deadlines, and troubleshoot routine issues independently without frequent supervision.
• Strong organizational skills: Consistent attention to detail, follow-through, task tracking, and management of multiple administrative responsibilities.
• Communication skills: Excellent written and verbal communication skills, including professional phone, email, and message management.
• Technology proficiency: Comfort using digital task management systems, email platforms, electronic medical records, and online documentation tools; willingness to learn practice-specific systems.
• Positive regard for mental health care: Respectful, supportive, and nonjudgmental attitudes toward mental health treatment and psychiatric services.
• Availability: Able to work 3 hours per …