Join our growing mental health team at Embrace Pathways and make a meaningful impact in the lives of individuals and families. We are seeking a compassionate, organized, and customer-focused Administrative Assistant to support our clinicians and provide exceptional service to our clients.
KEY RESPONSIBILITIES
Patient Services
Monitor the waiting area and ensure a safe, welcoming environment for all clients and visitors.
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Monitor and promptly respond to help request notifications submitted by clients through the clinic's app, providing appropriate in-person or administrative assistance as needed.
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- Respond to patient inquiries with sensitivity and professionalism, consistent with the clinic's commitment to mental health support.
Scheduling & Coordination
Handle appointment cancellations and rescheduling in a timely and organized manner.
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- Coordinate with clinical staff to optimize daily schedules and minimize patient wait times.
Administrative Operations
Answer incoming phone calls, route inquiries appropriately, and manage voicemail communications.
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Collect, sort, and distribute incoming mail; prepare and send outgoing correspondence as needed.
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Order, track, and maintain adequate office supply inventory to ensure uninterrupted clinic operations.
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Complete administrative paperwork accurately, including patient intake forms, insurance documentation, and other clinic records.
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Maintain organized filing systems for both physical and electronic records in compliance with HIPAA requirements.
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Utilize office software including Microsoft Office Suite and Google Docs to prepare documents, spreadsheets, and correspondence.
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Perform data entry and maintain up-to-date patient records in the electronic health record (EHR) system.
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- Support the clinical team with general administrative tasks as assigned.
EXPERIENCE & COMPETENCY REQUIREMENTS
Experience requirements may vary depending on the clinic's needs. The following qualifications and competencies are generally beneficial for this role:
Communication Skills: Strong interpersonal and communication skills are essential.
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Computer Skills: Proficiency in using office software, electronic medical record (EMR) systems, and scheduling software is typically required.
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Confidentiality: A thorough understanding of the importance of patient confidentiality and strict compliance with HIPAA regulations is mandatory.
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Problem-Solving: The ability to handle challenging situations — such as upset patients or scheduling conflicts — with patience and effective problem-solving skills.
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Organizational Skills: Strong organizational skills to manage appointments, patient records, and administrative tasks efficiently.
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Multitasking: The capacity to handle multiple tasks simultaneously, such as answering phones while managing administrative paperwork or responding to help request notifications.
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- Cultural Sensitivity: Awareness and sensitivity to cultural and diverse backgrounds to ensure equitable, respectful service to all patients.
SCHEDULE
Monday through Friday, 12:00 PM – 8:00 PM
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Saturdays: 9:00 AM – 2:00 PM
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Shift types: Afternoon shift, Morning shift
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- Rotating weekends required; additional weekends as needed
WORK LOCATIONS
This position requires the ability to commute to and work at both clinic locations:
Peabody, MA 01960 (Required)
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- Malden, MA 02148 (Required)
Benefits (Full time Employee):
- 401(k) Retirement Plan
- Health insurance
- Vision insurance
- Dental insurance
- Life insurance
- Flexible schedule (Offered to Part time)
- Mileage reimbursement (Offered to Part time)
- Paid time off (Offered to Part time)
