Receptionist/Administrative Assistant

Part-Time Medical Administrative Assistant – Behavioral Health (Hybrid)

Company

One Stop Wellness MD LLC / Tele by One Stop Location: 1500 Walnut Street, Philadelphia, PA 19102 Job Type: Part-Time | Hybrid Schedule: 2 Days Per Week Compensation: Based on experience (Starting at 14.00/hr)

About One Stop Wellness MD

One Stop Wellness MD is a growing outpatient behavioral health practice dedicated to providing accessible, high-quality mental health services through in-person and telehealth care.

We are seeking a highly organized, dependable, and detail-oriented Medical Administrative Assistant to support our daily administrative operations and ensure a seamless patient experience from initial scheduling through appointment readiness.

The ideal candidate is proactive, works independently, and understands the importance of accuracy, timeliness, confidentiality, and patient satisfaction.

Key Responsibilities

Patient Intake & Appointment Readiness — Primary Responsibility

• Monitor all newly scheduled patient appointments and ensure intake requirements are completed within 24–48 hours of booking.
• Review electronic health record (EHR) intake forms for accuracy and completeness.
• Contact patients promptly regarding missing or incomplete intake documents, consents, and required information.
• Verify patient insurance eligibility and active coverage before appointments.
• Confirm patient demographics, insurance information, and required authorizations or referrals when applicable.
• Identify and resolve insurance eligibility issues, missing documentation, and scheduling barriers before appointments.
• Ensure patients are administratively cleared and ready to be seen within 24–48 hours of booking.
• Maintain an organized tracking system for pending intake requirements, eligibility verification, and appointment readiness.
• Communicate unresolved issues to management and clinical staff promptly.

General Administrative Support

• Answer incoming calls and respond professionally to patient inquiries.
• Schedule, confirm, reschedule, and coordinate patient appointments.
• Send appointment reminders, telehealth links, and patient instructions.
• Monitor administrative emails, voicemail, and patient communications.
• Maintain accurate and up-to-date patient records in the EHR.
• Assist with document management, scanning, uploading, and electronic filing.
• Coordinate communication between patients, providers, and administrative staff.
• Support general office operations, administrative reporting, and special projects as assigned.
• Assist management with improving administrative workflows and operational efficiency.

Qualifications

Required

• Previous experience in a medical office, behavioral health practice, or healthcare administrative position.
• Experience verifying medical insurance eligibility and benefits.
• Familiarity with EHR systems and electronic patient intake processes.
• Strong organizational skills and exceptional attention to detail.
• Ability to prioritize multiple responsibilities and meet strict deadlines.
• Excellent written and verbal communication skills.
• Ability to work independently with minimal supervision.
• Understanding of HIPAA and patient confidentiality requirements.
• Proficiency with Microsoft Office, email, and general administrative software.
• Reliable transportation and availability to work onsite as required.

Preferred

• Experience with eClinicalWorks (eCW).
• Experience working in outpatient mental health or psychiatric practices.
• Familiarity with Medicaid, Medicare, and commercial insurance plans.
• Knowledge of Pennsylvania Medicaid managed care organizations, including CBH, CCBH, and PerformCare.
• Experience with telehealth scheduling and patient coordination.

Schedule & Work Environment

This is a part-time, hybrid position requiring two working days per week, with a combination of remote administrative responsibilities and onsite work at our Philadelphia office.

The successful candidate must be comfortable working independently, managing time-sensitive patient intake responsibilities, and communicating effectively with leadership and clinical staff.

What We're Looking For

We are looking for someone who takes ownership of their responsibilities rather than waiting for instructions. Our ideal candidate anticipates administrative needs, follows through on outstanding tasks, and ensures patients do not experience unnecessary delays due to incomplete paperwork or insurance verification.

Success in this role means

• Newly booked patients receive timely intake follow-up.
• Insurance eligibility is verified before scheduled appointments.
• Required intake documentation is complete and accurate.
• Patients are administratively ready for their appointments within 24–48 hours of booking, whenever requirements can be satisfied.
• Administrative issues are identified, escalated, and resolved proactively.

How to Apply

Interested candidates should submit their resume through Indeed.

Please include any experience with eClinicalWorks, behavioral health administration, insurance eligibility verification, and patient intake coordination.

One Stop Wellness MD LLC is an Equal Opportunity Employer.

Pay: From $14.00 per hour

Expected hours: 16.0 per week

Work Location: Hybrid remote in Philadelphia, PA 19102