Practice Administrator

Practice Administrator Orion Mental Health LLC Full\-Time \| On\-Site / Hybrid – Twin Cities, MN \| $25–$35 / hour, DOE ABOUT ORION MENTAL HEALTH Orion Mental Health LLC is a growing Twin Cities Adult Rehabilitative Mental Health Services (ARMHS) provider dedicated to helping clients build stability and independence. As we expand, we're looking for an organized, detail\-driven Practice Administrator to run the operational backbone of our practice — client intake, insurance and billing support, records, and staff compliance — so our clinical team can focus on client care. ABOUT THE ROLE This is a mission\-critical position for our practice. The Practice Administrator reports directly to the Program Director and owns day\-to\-day operations: coordinating client intake from first contact through onboarding, verifying insurance eligibility and resolving claim issues, maintaining accurate client and staff records, and serving as the primary point of contact for the entire company. We're looking for someone who takes ownership, communicates clearly, and can be trusted with sensitive client information. KEY RESPONSIBILITIES Serve as the primary point of contact for the company — answer all incoming company calls and route or resolve inquiries from clients, referral sources, staff, and payers Manage the full client intake and onboarding sequence — first contact, scheduling and confirming Diagnostic Assessments (DA), Functional Assessments (FA), and Individual Treatment Plans (ITP), including in\-person/community intakes when needed Maintain accurate, organized client records and documentation, including client folders and Releases of Information (ROIs), and track ROI renewal/expiration dates so care coordination never lapses Enroll new clients into our client management system and confirm they're linked to the correct assigned staff member Communicate with referral sources — acknowledge new referrals, provide status updates as clients move through intake, and keep an organized log of all referral communications Retrieve payer documentation and complete monthly insurance eligibility verification through MN–ITS and payer portals (e.g., UCare, Medica, BCBS, Hennepin Health) Manage insurance denials — identify denial reasons, coordinate corrected claims, and maintain a denial log to track outcomes and catch recurring issues Perform visit verification and timesheet reconciliation — client confirmation calls, weekly timesheet collection, and cross\-checking signed timesheets against submitted documentation Run new\-hire onboarding end to end — collect required paperwork and work\-eligibility documents, verify employment and training history with previous employers, and confirm required training compliance Set up new hires with the system access and accounts they need, train them on how to use each system, and set up payroll in ADP Serve as the practice's front desk — the first point of contact for clients, families, and referral sources REQUIRED QUALIFICATIONS Bachelor's or Master's degree in Business, Healthcare Administration, or Human Resources Experience in ARMHS, home\- and community\-based mental health services, or healthcare administration Working knowledge of MN–ITS and payer/insurance portals for eligibility verification and claims Experience with client intake processes in a healthcare or behavioral health setting Strong organizational skills and attention to detail, with the discretion to handle HIPAA\-protected client information Comfortable working with digital client record\-keeping and documentation systems PREFERRED QUALIFICATIONS Human Resources experience — employee onboarding, compliance tracking, payroll systems such as ADP — is a strong plus and will be compensated at the top of the posted pay range or above COMPENSATION \& SCHEDULE $25–$35 per hour, depending on experience (top of range for candidates with combined ARMHS/healthcare admin and HR experience) Full\-time, on\-site / hybrid — based in the Twin Cities, MN metro area HOW TO APPLY Please apply through this Indeed posting. We review applications on a rolling basis — this role is a high priority for our team. \\If you do not meet the qualifications please don't apply\\ Pay: $25\.00 \- $35\.00 per hour Benefits: Paid time off Education: Bachelor's (Required) Experience: Healthcare or Admin: 3 years (Required) Ability to Commute: Edina, MN 55436 (Preferred) Work Location: Hybrid remote in Edina, MN 55436