SimplePractice Virtual Assistant for a Neurofeedback Clinic

The SimplePractice Virtual Assistant will oversee the daily operations of our Neurofeedback clinic, managing patient scheduling, communication, billing, and documentation through SimplePractice. This part-time role is essential for ensuring smooth clinic operations while allowing clinical staff to focus on providing exceptional patient care.

This is a fractional, part-time role that may eventually transition to a full-time role as business increases.

Key Performance Outcomes

1. Appointment Attendance and Scheduling Efficiency (40%)
Goal: Maintain a high appointment attendance rate and minimize no-shows through proactive scheduling and reminders.
Measurement:
* 95% or higher of scheduled appointments are confirmed with automated reminders.
* Less than 5% no-show or last-minute cancellation rate.

2. Billing and Payment Collection Accuracy (35%)
Goal: Ensure accurate and timely billing and payment processes, reducing outstanding balances and improving cash flow.
Measurement:
* 98?curacy in invoicing and payment records.
* 90% of outstanding balances resolved within 30 days.
* Accurate submission of insurance claims, if applicable.

3. Patient Communication and Satisfaction (25%)
Goal: Provide professional, timely, and compassionate communication to enhance patient experience and retention.
Measurement:
* 95% of patient inquiries responded to within 24 hours.
* 90% patient satisfaction rate from feedback surveys on communication and assistance.
* Minimal complaints or consistent positive feedback on administrative support quality.

Key Responsibilities

1. Patient Scheduling and Calendar Management
* Manage appointments, including initial consultations, follow-ups, and recurring sessions, using SimplePractice.
* Streamline scheduling to avoid conflicts and maximize efficiency.
* Send automated reminders and follow-ups to reduce no-shows.

2. Patient Intake and Onboarding
* Oversee the intake process through SimplePractice, ensuring all forms are completed, signed, and recorded securely.
* Maintain accurate, HIPAA-compliant records for all patients.
* Follow up with patients to address incomplete documentation.

3. Billing and Payment Processing
* Manage billing and payment processing through SimplePractice, including invoicing, payment tracking, and outstanding balances.
* Accurately submit insurance claims and follow up as necessary.
* Address billing inquiries professionally and efficiently.

4. Patient Communication
* Act as the primary point of contact for patient inquiries, addressing questions about appointments, services, and billing.
* Use HIPAA-compliant communication methods, including SimplePractice’s messaging features, email, and phone.

5. Clinical Documentation and Record-Keeping
* Organize and manage clinical documentation within SimplePractice, ensuring session notes and treatment plans are accurate and secure.
* Support clinicians by keeping all records up-to-date and accessible.

6. Reporting and Metrics Tracking
* Generate and analyze reports through SimplePractice on appointment attendance, billing performance, and patient feedback.
* Provide actionable insights to improve operational and financial outcomes.

7. HIPAA Compliance
* Maintain strict adherence to HIPAA regulations in all tasks, including communication, record-keeping, and data management.
* Ensure that all processes and practices meet privacy and security standards.

Skills and Qualifications

* SimplePractice Expertise: Proven experience using SimplePractice, including setting up and managing its features for billing, scheduling, and client portals.

* HIPAA Compliance Knowledge: Strong understanding of HIPAA regulations and commitment to maintaining compliance.

* Healthcare Administrative Experience: Prior experience supporting healthcare or therapy practices.

* Technical Skills: Proficiency in using HIPAA-compliant digital tools and systems; experience with billing and insurance processes is a plus.

* Communication Skills: Excellent written and verbal communication skills, with a compassionate and professional approach to patient interactions.

* Organizational Skills: Highly organized, detail-oriented, and capable of managing multiple priorities efficiently.

* Familiarity with Neurofeedback (Preferred): Basic understanding of neurofeedback or willingness to learn.

* English Fluency: Must have excellent spoken and written English skills.

* Reliable Technology: A reliable high-speed internet connection and a laptop or PC (no mobile phones) are required.

Job Expectations

- Ability to work independently with minimal supervision.
- Experienced in working on a graveyard shift.
- Uphold a high standard of professionalism and accuracy in all administrative functions.

Application Instructions (FOLLOW AND COMPLY)

1. Submit a detailed summary of your relevant experience, including your background with SimplePractice and HIPAA compliance.

2. Attach a 1-2 minute voice recording introducing yourself and summarizing your job experiences.

3. Complete the required applicant survey by Culture Index (no applications will be considered without this step). Resume required. Click here to apply: ----------