Job Type: Full-time
Location: Edinburg, VA – In Person
Schedule: Monday–Friday
About the Position
We are seeking a dependable, organized, and personable Front Desk Administrative Assistant to join our behavioral health practice in Edinburg, Virginia.
The ideal candidate is someone who is comfortable communicating with clients by phone and email, coordinating schedules for multiple providers and locations, working within electronic health record (EHR) systems, and handling confidential information with professionalism and discretion.
This position requires excellent attention to detail, strong communication skills, and the ability to manage multiple priorities without losing track of follow-up tasks.
Key Responsibilities
- Answer incoming phone calls and return voicemail messages promptly and professionally.
- Respond to client inquiries received through phone, email, website inquiries, and insurance referrals.
- Assist prospective clients with general information regarding services, providers, scheduling, and the intake process.
- Schedule, reschedule, and manage appointments for multiple behavioral health providers and office locations.
- Coordinate provider schedules and help identify appropriate appointment availability for clients.
- Contact clients to confirm upcoming appointments when necessary.
- Complete insurance verification and collect required insurance information.
- Ensure required intake forms, demographics, insurance information, and other documentation are received and accurately entered prior to appointments.
- Create and maintain accurate client records within the electronic health record (EHR) system.
- Review client information for accuracy and follow up when required information is incomplete or missing.
- Maintain provider calendars and assist with scheduling changes, cancellations, and appointment openings.
- Communicate professionally with therapists, administrative staff, clients, parents/guardians, insurance representatives, and referral sources.
- Maintain organized electronic records and administrative documentation.
- Assist clients with routine questions and direct clinical, billing, or other specialized questions to the appropriate team member.
- Monitor administrative tasks and follow up on outstanding items to ensure they are completed.
- Maintain strict confidentiality and comply with HIPAA requirements at all times.
- Collaborate with other team members to ensure smooth communication and efficient office operations.
- Perform additional administrative duties as assigned.
Qualifications
Preferred Experience:
- 2+ years of front desk, receptionist, administrative, or customer service experience.
- Previous experience working in a behavioral health, mental health, medical, or other healthcare setting is strongly preferred.
- Experience scheduling appointments for multiple providers and/or locations.
- Experience using an electronic health record (EHR) or practice management system.
- Familiarity with SimplePractice, TherapyNotes, or similar EHR platforms is a plus.
- Previous experience verifying health insurance benefits is preferred.
Skills We’re Looking For
The successful candidate should have:
- Excellent verbal and written communication skills.
- A warm, professional, empathetic, and patient-centered communication style.
- Exceptional attention to detail and accuracy.
- Strong organizational and time-management skills.
- Ability to manage multiple tasks and priorities simultaneously.
- Strong follow-through and the ability to keep track of outstanding tasks.
- Ability to remain professional and organized in a busy environment.
- Confidence communicating with clients by telephone and email.
- Proficiency with Microsoft Word, Excel, Outlook, Google Docs, and other common office software.
- Ability to learn new software and EHR systems quickly.
- Strong proofreading skills and attention to written accuracy.
- Ability to work independently while also collaborating effectively with a team.
- Good judgment when handling confidential or sensitive information.
- Reliable attendance and punctuality.
Bilingual skills are a plus but are not required.
What We’re Looking For
This position is a good fit for someone who genuinely enjoys helping people while also being highly organized behind the scenes.
Our front desk team manages communication and scheduling for multiple providers, so we are looking for someone who can comfortably move between phone calls, emails, scheduling requests, insurance information, client records, and other administrative responsibilities while maintaining accuracy.
The right candidate understands the importance of following through. If a client needs to be called back, paperwork is missing, an insurance verification needs to be completed, or a scheduling issue needs to be resolved, we expect that task to be tracked through completion.
Because we work in behavioral healthcare, compassion and professionalism are equally important. Clients may be reaching out during difficult or stressful periods, and every interaction should be handled with patience, respect, discretion, and empathy.
Benefits
- Paid time off
- Paid holidays
- Monday–Friday schedule
- Daytime hours
- No weekends
Work Location
This is a full-time, in-person position located in:
Edinburg, VA 22824
Applicants must be able to reliably commute to Edinburg or relocate prior to beginning employment.
Compensation
Starting compensation may be based on relevant healthcare, behavioral health, EHR, scheduling, and administrative experience.
Apply
If you are organized, dependable, detail-oriented, and enjoy helping people, we encourage you to apply.
Please submit your resume highlighting any previous experience with behavioral health or medical offices, EHR systems, multi-provider scheduling, insurance verification, and client/customer service.
Pay: $30,000.00 - $37,000.00 per year
Benefits:
Work Location: In person
