Job Description:
The Medical Administrative Assistant serves as the first point of contact for Lifeskills Counseling Services and plays an essential role in supporting the daily operations of the clinic. This position requires consistent full-time availability and involves frequent interaction with clients, clinicians, and administrative leadership.
This position requires the ability to manage multiple administrative tasks simultaneously in a fast-paced, client-facing outpatient mental health setting while maintaining professionalism, discretion, and attention to detail.
Responsibilities:
Client Communication & Front Desk Operations
- Serve as the primary point of contact for incoming client inquiries by phone, email, and in person.
- Provide coverage for high-volume phone lines, including answering calls, taking messages, scheduling appointments, and directing inquiries to the appropriate staff.
- Welcome clients and visitors in a professional, courteous, and supportive manner.
- Respond to general questions regarding services, scheduling, and office procedures.
Client Registration & Intake Coordination
- Coordinate the intake process for new clients by responding to inquiries, identifying appropriate appointment options, and facilitating timely scheduling for services.
- Enter, admit, and maintain accurate client records within the Electronic Health Record (EHR) system.
- Follow up with prospective clients and individuals on the waiting list to confirm continued interest in services and assist with scheduling.
- Support clinicians and administrative leadership with client coordination and documentation needs.
Insurance & Financial Administrative Support
- Verify insurance eligibility using the EHR system and insurance carrier portals.
- Maintain accurate client financial and administrative records.
- Communicate general billing information, account balances, and payment expectations to clients, when appropriate.
Operational & Administrative Support
- Coordinate with administrative staff to ensure efficient front desk operations and daily workflow.
- Assist with client appointment check-in and check-out procedures.
- Maintain an organized, clean, and professional office environment.
- Monitor office supplies and administrative materials and notify leadership of replenishment needs.
- Perform additional administrative and operational duties as assigned.
Qualifications:
- High school diploma or GED required; Associate degree or administrative training preferred.
- Fluent in both English and Spanish (spoken and written).
- One to two years of administrative, reception, medical office, or healthcare experience preferred.
- Strong computer proficiency, including Google Workspace and Mac operating systems.
- Excellent organizational, communication, and multitasking skills.
- Strong customer service skills with the ability to maintain professionalism in a fast-paced environment.
- Ability to work onsite at BOTH the Bushwick, Brooklyn and Woodside, Queens clinic locations based on operational needs.
Work Schedule:
This is a full-time, in-person position requiring approximately 35 to 40 hours per week and consistent availability during clinic operating hours. The clinic's primary administrative coverage needs include weekday afternoons and regular weekend availability to support client scheduling and clinic operations.
Benefits & Perks:
- Paid Time Off (PTO).
- Professional development opportunities within behavioral health administration.
- Opportunities for career growth and advancement within the organization.
- Hands-on experience working closely with clinicians and administrative leadership.
- Supportive and collaborative work environment dedicated to improving access to quality mental health services.
Pay: $20.00 - $25.00 per hour
Benefits:
Language:
- Spanish & English fluently (Required)
Work Location: In person
