Novo Behavioral Services is a compassionate behavioral services company dedicated to providing high-quality Applied Behavior Analysis (ABA) services to our clients and families.
We are seeking a friendly, organized, and efficient full-time receptionist to join our team. The ideal candidate will be the first point of contact for our clients, providing exceptional customer service and administrative support to ensure the smooth operation of our office.
Duties include, but are not limited to:
- Scheduling client and staff calendars using an ABA software platform.
- Communicate effectively with therapists, administrative staff, and management.
- Schedule and confirm appointments for clients and staff.
- Must possess the ability to maneuver an impactful day modifying calendars, phone calls, texts, authorizations, interpreting documents.
- Strong sensitivity to cultural backgrounds required.
- Must possess superior time management and organizational skills with the ability to coordinate multiple schedules based on individual preferences and guidelines.
- Answer and direct incoming phone calls to the appropriate personnel.
- Assist clients with inquiries and provide information about services.
- Ensure clients complete necessary paperwork and check-in processes.
- Ability to deal with high call and email volume and the ability to prioritize based on daily/weekly needs.
- Maintain and update client records in the company database.
- Handle incoming and outgoing mail, packages, and deliveries.
- Assist with billing and insurance paperwork as needed.
- Perform general office duties, including photocopying, filing, and faxing.
- This position is responsible for clinician credentialing, per diem scheduling, PTO scheduling for clinical staff, benefit accuracy, staffing contracts, personnel filing, and providing general administrative support to the clinical department.
- Relay messages accurately and promptly to appropriate team members.
- Maintain strict confidentiality regarding client information and sensitive company data.
Qualifications
- One year of direct scheduling experience in a medical setting or two years in a related field.
- Bilingual required
- Two-Three years of experience as an administrative assistant in a clinical setting /6 months working directly in ABA field (preferred)
- High School Diploma or Equivalent required. College degree preferred.
- Highly organized; Strong organizational and prioritization skills
- Proficient in Microsoft Office (Word, Excel, Outlook), Windows-based applications, and internet usage.
- Knowledge of modern office practices and operations, business etiquette, telephone protocol.
- Ability to acquire and implement an understanding of the organization and department policies and practices.
- Ability to exercise discretion and confidentiality pertaining to the work environment
- Ability to prioritize and organize a diversified workload and be able to produce high-quality results with meticulous attention to detail.
- Ability to remain focused and flexible while shifting/changing priorities, heavy workload, and tight deadlines
- Strong customer service skills and the ability to problem-solve independently
- Flexibility in dealing with high-stress situations and change
- Ability to communicate effectively orally and in writing with all levels of staff and the general public; bilingual candidates also needed.
- Handling a large volume of incoming calls and accurate data entry experience is a must prior to scheduling experience, highly preferred.
- Ability to maintain customer service orientation and professionalism in all interactions.
- Must obtain fingerprint clearance with DOJ and FBI
BENEFITS:
Job Type: Full-time
Pay: $20.00 - $24.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Opportunities for advancement
- Paid sick time
- Paid time off
- Paid training
- Vision insurance
Schedule:
Ability to Relocate:
- Santa Ana, CA 92701: Relocate before starting work (Preferred)
Work Location: Hybrid remote in Santa Ana, CA 92701
