We are looking for a detail-oriented and highly organized Administrative Assistant/Receptionist to join our team. In this role, you will be responsible for managing front desk duties while providing administrative support to clinical staff. You will be the first point of contact for clients, ensuring they receive a professional and welcoming experience. You will also be responsible for entering and managing client information, verifying insurances and scheduling appointments.
Key Responsibilities:
- Client Interaction:
- Greet and interact with clients in a courteous, professional, and welcoming manner.
- Act as a liaison between clients, therapists, and psychiatrists.
- Client Record Management:
- Enter and maintain client charts using TherapyNotes, ensuring accurate collection and updating of client demographic and insurance information.
- Ensure all paperwork is copied, scanned, mailed, and filed appropriately, and process paperwork to be reviewed by clinic staff.
- Maintain an updated client contact list.
- Insurance and Billing:
- Perform insurance eligibility and verification, including collecting referrals and ensuring the accuracy of information on referral forms.
- Obtain insurance pre-authorizations for treatments when necessary.
- Collect co-payments and other applicable fees from clients.
- Communication:
- Answer inbound calls, check messages, and follow up with clients promptly.
- Prepare and send out miscellaneous correspondence for clinical staff.
- Assist with managing inbound/outbound mail and ensure communication is passed along to the appropriate staff members.
- Administrative Support:
- Attend and actively participate in weekly team meetings.
- Provide administrative support to the clinical team by managing paperwork, scheduling, and other clerical tasks as needed.
- Perform other assignments and duties as assigned by management.
Required Skills/Abilities:
- Excellent Verbal and Written Communication Skills: Ability to communicate clearly and professionally with clients, staff, and external parties.
- Excellent Interpersonal and Customer Service Skills: A friendly and approachable demeanor when interacting with clients and visitors, ensuring a welcoming environment.
- Organizational Skills and Attention to Detail: Ability to accurately manage client information, documentation, and office tasks without overlooking important details.
- Time Management Skills: Proven ability to manage time effectively, prioritize tasks, and meet deadlines in a busy, fast-paced environment.
- Analytical and Problem-Solving Skills: Ability to assess situations and find effective solutions, especially when dealing with insurance verification or crisis situations.
- Task Prioritization and Delegation: Ability to assess urgency and importance of tasks and delegate responsibilities appropriately when needed.
- Ability to Function Well Under Pressure: Comfort with working in a high-paced, sometimes stressful environment, managing competing demands, and remaining calm in crisis situations.
- Proficiency with Microsoft Office Suite: Strong skills in Word, Excel, PowerPoint, and Outlook; familiarity with electronic medical records software (e.g., TherapyNotes) preferred.
This is a remote position.
