Position Summary
The Office Assistant is the first point of contact for clients and plays a critical role in keeping our front desk and administrative operations running smoothly. This position requires an exceptional multitasker who can handle frequent interruptions, manage client inquiries, and maintain a professional, welcoming environment.
Key Responsibilities
- Greet and welcome clients in a professional manner, ensuring a positive first impression
- Maintain intake pipeline and follow-ups with new clients
- Manage incoming phone calls, voicemails, and emails promptly; direct inquiries to the appropriate personnel while maintaining excellent phone etiquette
- Schedule and reschedule appointments for therapists and interns
- Maintain and manage calendars efficiently
- Perform accurate and efficient data entry tasks
- Collect client payments and process basic financial transactions
- Enter and maintain accurate data in QuickBooks
- Run insurance eligibility checks and assist clients with basic coverage questions
- Support records requests, referrals, programs, and basic billing as needed
- Handle multiple tasks efficiently in a fast-paced, interruption-prone environment
- Protect confidentiality, privacy, and adhere to HIPAA compliance
Required Skills & Qualifications
- Exceptional customer service and communication skills
- Strong multitasking and time management abilities
- Experience with clerical duties, organization, and detail-oriented work
- Experience with data entry, maintaining accurate records, and calendar management
- Polished professional phone, email, and written communication skills
- Proficiency in MS Office Suite (Excel, Word)
- Experience with scheduling systems and QuickBooks preferred
- Basic knowledge of insurance eligibility and billing helpful
- Experience collecting payments, managing accounts receivable, or medical billing preferred
- Ability to handle sensitive client information with discretion
- Mental health care experience preferred
- Recently trained/certified in First Aid, CPR, crisis de-escalation, or Mental Health First Aid preferred
- Ability to learn quickly and apply concepts with accuracy
To Apply: Submit your resume and a brief cover letter highlighting your relevant experience, customer service skills, and ability to multitask in a fast-paced environment.
Job Types: Part-time, Internship
Experience:
- healthcare receptionist: 1 year (Required)
- Appointment scheduling: 1 year (Required)
- insurance eligibility: 1 year (Preferred)
- QuickBooks: 1 year (Preferred)
Shift availability:
Work Location: In person
