Psychological Testing Coordinator

Position Summary

The Psychological Testing Coordinator supports the daily operations of the psychological testing department by coordinating scheduling, insurance preauthorizations, documentation tracking, billing support, testing material security, inventory management, and communication across teams.

This role works closely with clinicians, administrative staff, billing, and leadership to ensure psychological testing services are delivered in a timely, accurate, organized, and compliant manner.

Key Responsibilities

Scheduling & Client Coordination

• Coordinate and manage psychological testing schedules across clinicians.
• Handle appointment confirmations, reminders, rescheduling, cancellations, and waitlist management.
• Ensure intake paperwork, testing forms, consent forms, and required documentation are completed and routed appropriately.
• Monitor client flow and support smooth testing operations before, during, and after appointments.

Documentation & EHR Management

• Collaborate with clinicians to ensure testing materials, forms, and documentation are prepared prior to appointments.
• Track outstanding records and follow up on missing documentation.
• Maintain organized, accurate, and audit-ready records in the EHR system.
• Support consistent use of testing workflows, report templates, and documentation standards.

Insurance & Billing Support

• Complete insurance preauthorizations for psychological testing services.
• Submit and monitor claims, denials, and payment activity related to testing services.
• Reconcile billed services against paid services and escalate discrepancies as needed.
• Communicate proactively with the Testing Director and CFO regarding billing trends, payer issues, denials, or revenue concerns.

Compliance & Testing Standards

• Maintain secure handling, storage, and chain-of-custody procedures for psychological testing materials.
• Ensure compliance with HIPAA, APA, payer, and test publisher guidelines.
• Assist with maintaining current report templates, testing protocols, and operational procedures.
• Support department readiness for audits, payer reviews, and documentation requests.

Inventory & Office Operations

• Monitor and maintain testing supplies, forms, protocols, and office inventory.
• Track testing platform subscriptions and licensing, including Pearson Q-global and Q-interactive.
• Coordinate supply ordering, vendor comparisons, and inventory planning while maintaining budget awareness.
• Ensure testing materials are stored securely and remain organized for clinician use.

Team Communication & Reporting

• Serve as a liaison between clinicians, administrative staff, billing, and leadership.
• Provide weekly updates to the Testing Director, Program Director, and/or Medical Director regarding KPIs, workflow issues, and operational wins.
• Identify opportunities to improve testing workflows, reduce delays, and strengthen department efficiency.

Qualifications

Required Qualifications

• Minimum of 2 years of experience in healthcare, behavioral health, medical administration, or a related support role.
• Experience with scheduling, insurance verification, preauthorizations, or medical billing workflows.
• Familiarity with EHR systems; TherapyNotes experience preferred.
• Familiarity with CRM systems.
• Knowledge of CPT/HCPCS coding related to psychological or neuropsychological testing.
• Strong organizational skills and exceptional attention to detail.
• Proficiency with Google Sheets, Microsoft Excel, or similar spreadsheet tools.
• Excellent written and verbal communication skills.
• Working knowledge of HIPAA requirements and commitment to professional discretion.

Preferred Qualifications

• Experience in a psychological testing, neuropsychology, or behavioral health practice.
• Familiarity with Pearson testing platforms, including Q-global and Q-interactive.
• Experience with Florida Vocational Rehabilitation or disability documentation.
• Bilingual in Spanish and English.
• Coursework, certification, or experience in medical billing or revenue cycle management.

Education & Requirements

• High school diploma or equivalent required.
• Successful completion of background check and I-9 employment verification.
• Ability to lift and move testing materials up to 25 pounds.
• Ability to maintain secure storage, organization, and handling of confidential psychological testing materials.

Work Environment

This role operates in a professional healthcare and behavioral health setting. The Psychological Testing Coordinator must be able to manage multiple priorities, maintain confidentiality, communicate effectively with clinical and administrative teams, and support a high standard of client care, operational accuracy, and compliance.