Job Description for Office Assistant of a Mental Health Facility
Restorative Alternative Wellness, Inc. is a reputable and compassionate mental health facility
dedicated to providing comprehensive care and support to individuals facing mental health
challenges. We are seeking a dedicated and empathetic Office Assistant to join our team and
contribute to the smooth functioning of our facility. The Office Assistant will play a critical role in
providing administrative support, coordinating patient services, and ensuring a welcoming
environment for clients and staff.
Job Summary: The Office Assistant will be responsible for providing essential administrative support
to our mental health facility. This role requires excellent organizational skills, attention to detail, and
the ability to handle sensitive information with confidentiality. The Office Assistant will assist in
coordinating patient appointments, maintaining records, managing correspondence, and facilitating
effective communication within the facility, and various other tasks that may come as the company is
credentialed through CARF CERTIFICATION.
Responsibilities:
1. Patient Coordination:
Schedule appointments for patients, ensuring efficient utilization of clinicians' time and
prompt service for clients.
Communicate with patients to confirm appointments, provide reminders, and handle
appointment rescheduling or cancellations.
Maintain accurate and up-to-date patient records, including demographic information,
medical history, and consent forms.
Ensure patient confidentiality and compliance with HIPAA regulations in handling and storing
sensitive information.
2. Administrative Support:
Assist in managing the front desk, answering phone calls, greeting visitors, and providing
general information about the facility's services.
Handle incoming and outgoing mail, email correspondence, and other forms of
communication.
Prepare and maintain documents, reports, and forms related to patient records, billing, and
facility operations.
Order and maintain office supplies, ensuring availability and proper inventory management.
3. Data Entry and Recordkeeping:
Enter and update patient information, treatment plans, and billing details in electronic health
records (EHR) systems or other designated databases.
Maintain accurate and organized physical and electronic filing systems for patient records,
reports, and administrative documents.
Assist in generating reports, statistical data, and other information as requested by
supervisors or regulatory bodies.
4. Facility Coordination:
Coordinate with internal departments, clinicians, and support staff to facilitate smooth
operations within the facility.
Assist in office tidiness (take out trash, vacuum, etc.
Collaborate with insurance providers, billing departments, and external stakeholders to
ensure accurate and timely processing of insurance claims and payments.
Assist in coordinating meetings, trainings, and workshops, including scheduling, preparing
materials, and arranging logistics.
5. Communication and Customer Service:
Provide exceptional customer service to patients, visitors, and staff members, demonstrating
empathy, professionalism, and a helpful attitude.
Assist in triaging phone calls and inquiries, directing them to the appropriate individuals or
departments.
Communicate effectively with clinicians, therapists, and administrative staff to relay
messages, gather information, and ensure timely responses.
Qualifications:
High school diploma or equivalent. Additional education or certifications in healthcare administration
or related field is a plus.
2 years of experience in an administrative support role, preferably in a healthcare or mental
health setting.
Familiarity with medical terminology, electronic health records (EHR) systems, and HIPAA
regulations.
Proficiency in Microsoft Office suite and other relevant software applications.
Excellent organizational, time management, and multitasking skills.
Strong attention to detail and accuracy in data entry and recordkeeping.
Empathetic and compassionate approach to working with individuals experiencing mental health
challenges.
Excellent communication and interpersonal skills.
Ability to maintain confidentiality and handle sensitive information with discretion.
Restorative Alternative Wellness, Inc. is an equal opportunity employer and values diversity in the
workplace. We offer competitive compensation, a supportive work environment, and opportunities for
professional growth and development.
Beginning pay will be $16 an hour (26 hours a week)Monday 9am to 2pm, T-Thru 11am to 5 pm with a review after 90 days to determine a raise. The person will be on part-time employee status to work towards full time within the next 6
months.
To apply for the position of Office Assistant, please submit application to [email protected] or
call 405-237-3780