About

This role keeps a forensic psychology practice running smoothly by managing the logistics, documentation, and administrative coordination behind every patient case. Plugged in directly alongside the psychologist, it owns the flow of information across email accounts, collaterals, and invoicing systems, protects HIPAA compliance at every step, and ensures cases progress on time with the paperwork, billing, and reporting they need. The impact is felt in cleaner case files, faster turnaround, and a practice that can focus on clinical work instead of admin.

This is dedicated, full-time work designed for meaningful impact, stability, and professional growth. The role is built for someone who wants to go deep into the operations of a specialized practice, become the trusted right hand to the psychologist, and grow their craft in executive support over the long term.

Responsibilities

• Coordinate case transfers by moving patient information across different email accounts accurately and on schedule.
• Reach out to collaterals and send templated emails to keep every case moving.
• Manage email coordination throughout the life of each case, ensuring nothing falls through the cracks.
• Track and monitor requested documentation, following up until items are received and filed.
• Handle file management and organization so records are easy to locate and audit.
• Process basic billing tasks, including generating invoices.
• Manage multiple invoicing systems in parallel and keep records consistent across them.
• Ensure HIPAA compliance across all operations, workflows, and communications.
• Convert case documentation into clean reporting formats ready for review.
• Provide research and personal administrative support as needed.

Qualifications

• Experience coordinating case logistics, documentation, and email workflows in a professional or clinical setting (must-have).
• Working knowledge of HIPAA compliance and handling sensitive patient information (must-have).
• Comfort processing invoices and working across multiple invoicing systems (must-have).
• Strong organizational skills with the ability to track documentation, deadlines, and follow-ups without dropping details (must-have).
• Clear, professional written communication for templated and case-specific emails to collaterals (must-have).
• Prior experience supporting a psychologist, physician, attorney, or other regulated professional preferred.

Tools You'll Use

• Productivity & Documentation: Microsoft Office and Google Suite (must-have).
• Communication & Case Coordination: multiple email accounts used across patient cases.
• Billing: multiple invoicing systems for generating and tracking invoices.

Benefits

• Competitive salary
• Paid US holidays
• Paid wellness days
• Health & wellness allowance
• Monthly profit sharing
• Long-term placement with real growth
• Continuous upskilling in AI and the craft of executive and case support
• Dedicated success coaching and support