The Administrative Assistant provides critical administrative, clerical, and light housekeeping support to ensure the efficient operation of a small outpatient mental health office. This role involves managing front desk operations, coordinating patient interactions, handling confidential information with discretion, supporting clinical and administrative staff, and maintaining a clean and welcoming office environment. The ideal candidate is organized, empathetic, professional, and capable of multitasking in a fast-paced setting while performing light housekeeping duties.
Key Responsibilities:
Patient Support and Scheduling:
Greet patients and visitors warmly, fostering a supportive and welcoming environment.
Schedule appointments, manage clinician calendars, and confirm patient appointments via phone, email, or text.
Verify patient insurance information and assist with billing inquiries or pre-authorizations as needed.
Address patient inquiries with sensitivity and professionalism, maintaining confidentiality in accordance with HIPAA regulations.
Administrative Duties:
Answer and direct phone calls, emails, and other correspondence promptly and courteously.
Maintain accurate patient records, ensuring all documentation is up-to-date and compliant with regulatory standards.
Process intake forms, consents, and other paperwork required for new and existing patients.
Manage office supplies, inventory, and vendor communications, placing orders as necessary.
Housekeeping and Maintenance Duties:
Perform light housekeeping tasks to maintain a clean and professional office environment, including:
Emptying trash bins and ensuring proper disposal.
Cleaning and sanitizing bathrooms, including restocking supplies (e.g., soap, paper towels).
Vacuuming office areas, including reception, waiting rooms, and hallways.
Snow removal and clearing of the front door area as needed to ensure safe access for patients and staff.
Report any maintenance issues or supply needs to the Office Manager.
Compliance and Confidentiality:
Adhere strictly to HIPAA regulations and office policies to protect patient privacy and confidentiality.
Qualifications:
High school diploma or equivalent required
[1-2 years] of experience in an administrative role, preferably in a healthcare or mental health setting.
Proficiency in electronic health record (EHR) systems and Microsoft Office Suite (Word, Excel, Outlook).
Strong organizational and time-management skills with the ability to prioritize tasks effectively.
Excellent verbal and written communication skills, with a compassionate and professional demeanor.
Ability to handle sensitive information with discretion and maintain confidentiality.
Physical ability to perform light housekeeping tasks, including vacuuming, cleaning, and snow removal (e.g., lifting up to 25 lbs, shoveling snow).
Ability to work independently and as part of a team in a fast-paced environment.
Preferred Skills:
Experience with mental health terminology or working in a behavioral health setting.
Benefits:
Paid time off (vacation/sick leave)
Work hours: 10 hr shift, Monday - Thursday 7:45am - 6:15pm