About the Role
We are a growing behavioral health practice seeking a detail-oriented and compassionate Secretary/Office Manager to serve as the administrative backbone of our office. This role is the first point of contact for clients and plays a critical part in keeping clinical operations running smoothly.
Key Responsibilities
Front Desk & Client Relations
- Greet clients in person and by phone with professionalism and sensitivity
- Collect and verify client demographic and insurance information at intake
- Maintain confidentiality in accordance with HIPAA regulations at all times
Administrative & Office Management
- Manage daily office operations including supplies, vendor coordination, and facility needs
- Prepare, organize, and maintain clinical and administrative files (physical and electronic)
- Process intake paperwork including consent forms, releases of information, and treatment agreements
- Draft and distribute correspondence, memos, and internal communications
. Compkete staff payroll time sheets
. Check exclusion status
Billing & Insurance
- Verify client insurance eligibility and benefits prior to appointments
- Collect co-pays, self-pay fees, and outstanding balances
- Coordinate with billing staff or third-party billing services on claims and authorizations
- Follow up on prior authorizations and managed care requirements
. Evs eligibility checks
EHR & Technology
- Enter and maintain accurate client records in the Electronic Health Record (EHR) system
- Generate reports and track documentation compliance deadlines
- Support clinicians with EHR-related tasks as needed
Qualifications
Required
- High school diploma or GED; Associate’s or Bachelor’s degree preferred
- 2+ years of administrative or office management experience, preferably in a healthcare or behavioral health setting
- Familiarity with HIPAA and client confidentiality requirements
- Proficiency with Microsoft Office (Word, Excel, Outlook) and scheduling software
- Strong organizational skills and ability to multitask in a fast-paced environment
- Professional, empathetic communication style with clients in crisis or distress
Preferred
- Experience with behavioral health EHR platforms (e.g., Theranest)
- Knowledge of Medicaid, and commercial insurance billing processes
- Experience with prior authorizations and managed care coordination
What We Offer
- Competitive pay based on experience
- Health/dental/vision insurance
- Paid time off and holidays
- Supportive, mission-driven work environment
- Opportunities for growth within the organization
Pay: $20.00 - $22.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
Education:
Experience:
- Medical office: 1 year (Required)
License/Certification:
- Driver’s license (Preferred)
Work Location: In person
