Cervello-Wellness is seeking a compassionate, highly organized Medical Office Administrator (Bilingual English/Spanish) to support daily operations at our outpatient mental health clinic. This role ensures a smooth patient experience, supports providers, and maintains compliance with HIPAA and behavioral health privacy standards.
Key Responsibilities
Greet and support patients with professionalism and empathy
Schedule intakes, therapy, med management, and follow-ups (in-person + telehealth)
Manage phones, emails, and portal messages; route concerns appropriately
Maintain accurate EHR documentation (intake forms, consents, ROI, demographics, insurance)
Verify insurance eligibility, support authorizations/referrals, collect copays/balances
Track cancellations/no-shows, manage waitlists, and coordinate provider calendars
Assist with office operations, supply ordering, and administrative support for clinicians
Follow clinic safety/crisis-routing protocols (non-clinical) and maintain confidentiality
Requirements
Bilingual (English/Spanish) required
Minimum 5 years of experience in a medical or mental health office setting
Strong scheduling, customer service, and data accuracy skills
Comfortable with EHR/EMR systems, phone systems, and basic telehealth troubleshooting
Numbers & Facts
Location
Alexandria, VA
Job Type
Full-time
Skills
Administrative Skillsunmatched
Behavioral Healthunmatched
Calendar Managementunmatched
Co-Paymentsunmatched
Customer Support/Serviceunmatched
Data Qualityunmatched
Demographicsunmatched
Dental Insuranceunmatched
Documentationunmatched
Electronic Medical Recordsunmatched
Email Management/Administrationunmatched
English Languageunmatched
HIPAA (Health Insurance Portability and Accountability Act)unmatched
Health Insuranceunmatched
Identify Issuesunmatched
Insuranceunmatched
Maintain Complianceunmatched
Medical Officeunmatched
Medical Office Administrationunmatched
Medical Record Systemunmatched
Multilingualunmatched
Operational Supportunmatched
Operationsunmatched
Organizational Skillsunmatched
Outpatient Careunmatched
Psychiatry and Mental Healthunmatched
Return on Investment (ROI)unmatched
Routing Protocolsunmatched
Spanish Languageunmatched
Telehealthunmatched
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