Practice and Operations Administrator

Aspire Psychology is a thriving mental health group practice in downtown Portland, Oregon offering therapy and medication management. We are seeking a Practice and Operations Administrator to join our team! The ideal candidate will have leadership skills, be highly organized and detail oriented, and be able to handle multiple tasks efficiently. As a member of the leadership team, you will play a crucial role in providing patient support as well as in maintaining smooth daily operations to support our clinical team and intake specialist.

Responsibilities:

Management related responsibilities

• Participate in weekly meetings with the leadership team
• Mentor and oversee the Intake Specialist in responding to patient inquiries, managing and completing patient assignment, and maintaining patient waitlist
• Manage electronic and paper records, ensuring confidentiality and compliance with HIPAA regulations
• Assist clinicians with administrative tasks such as requests for records and prescription refills
• Assist clinicians with technical and systems support
• Collaborate with the Billing and Intake Specialists on insurance verification and billing processes
• Assist with onboarding new staff members
• Develop and oversee patient satisfaction surveys
• Engage in marketing and outreach activities for the practice
• Collaborate with clinicians and other staff members to ensure seamless communication and workflow for patient care
• Foster a positive and supportive work environment
• Manage and schedule team events

Office Operations Responsibilities

• Oversee systems in use by practice and update as needed
• Create and implement new processes and systems–efficiencies
• Maintain and update practice website
• Order and maintain office supplies and equipment
• Coordinate maintenance and repairs for office facilities
• Assist with the organization of staff meetings and events
• Maintain office policies and procedures
• Monitor and process practice mail, email, and voicemail

Billing Related Responsibilities

• Maintain knowledge of psychiatric and psychotherapy CPT billing codes
• Discuss with and support patients in navigating all aspects of insurance benefits
• Assist Billing Specialist in addressing past due balances with patients as needed
• Maintain up-to-date information on insurance companies and policies

Patient Support Responsibilities

• Field and respond to patient communications/concerns
• Collaborate with Intake Specialist, as needed, in assisting patients with completing intake forms and other onboarding processes
• Maintain comprehensive list of community resources and referrals
• Ensure that patients have access to necessary resources and information and provide community referrals as needed
• Provide assistance to patients needing telehealth and other EHR related technical support

Required Qualifications:

• High School Diploma
• Two or more years of experience in management/administrative role
• Two or more years of experience overseeing patient intake processes in mental health setting
• Two or more years of experience with EHR/EMR systems
• Experience overseeing HIPAA compliance procedures
• Knowledge of and experience with navigating commercial insurance, Verification of Benefits, and billing processes
• Advanced technology skills
• Knowledge of and experience with Microsoft Office
• Experience overseeing front end clinical operations
• Exceptional communication skills
• Excellent patient care skills
• Strong writing skills

Values and Culture

Founded by Dr. Jami Howell, Aspire strives to provide the perfect fit for both our patients and our team. With a background serving the community in individual private practice, Dr. Howell set out to build a group practice to meet the needs of more people in the community seeking help and support. She was raised in the Portland area and completed all of her training locally, which has provided the foundation for a large network of patient referrals, community connections and a strong reputation for Aspire, a reputation built on the highest quality of coordinated care.

In Dr. Howell's journey to cultivate a positive company culture, it has been important to make Aspire a place where employees and patients feel comfortable being fully who they are. The culture of Aspire supports and prioritizes diversity, inclusion, equity, and individuality. These values are always at the forefront when considering which candidates to ask to join the Aspire team.

We value having a workplace that allows employees to feel at ease, happy and proud of where they work. Dr. Howell has designed a space that is comfortable and modern with exceptional views from every office and a community space for team members where they can relax and interact with each other.

When it comes to balancing work and life, Dr. Howell understands the importance of flexibility. With that in mind, she supports each employee’s needs to make working at Aspire the best possible experience. It can’t be stressed enough how greatly Dr. Howell values meaningful relationships at work and having a cohesive team. She makes a point to invest significantly in growing and maintaining connections with each team member individually as well as with the group.

As a smaller company with a cohesive and collaborative team, Aspire Psychology provides a personal experience for employees. Aspire team members thrive in an environment that is beautiful and relaxing, and they know how to have fun and connect outside of work too! We can’t wait to add to our strong, unified team, and we at Aspire hope you’ll become a part of it.

How to Apply

Interested candidates should submit (1) a cover letter explaining your experience and interest in the position and (2) a resume including all education and work history. We look forward to hearing from you!

Job Type: Full-time

Pay: $56,000.00 - $62,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• EHR/EMR systems: 2 years (Required)
• overseeing intake processes in a mental health setting: 2 years (Required)
• management/administrative: 2 years (Required)

Ability to Relocate:

• Portland, OR 97205: Relocate before starting work (Required)

Work Location: In person