Position Summary: Office Admin/Front Desk
The Office Administrator serves as the operational backbone of the clinic, ensuring smooth day-to-day functioning across front desk operations, scheduling, billing coordination, compliance documentation, and patient communication. This role requires professionalism, discretion, and sensitivity appropriate to a behavioral health environment.
Essential Duties & Responsibilities
Front Desk & Patient Relations
- Greet and check in patients; maintain a welcoming, trauma-informed front office environment
- Answer and route multi-line phone calls; manage voicemail and patient portal messages
- Collect co-pays, deductibles, and outstanding balances at time of service; issue receipts
- Manage patient intake forms, consents, and release-of-information documentation
Scheduling & Provider Support
- Schedule, confirm, and reschedule appointments for multiple providers
- Manage provider calendars; coordinate telehealth and in-person visits
- Track and follow up on no-shows, cancellations, and waitlists
- Coordinate referrals, prior authorizations, and provider communications
Billing & Insurance Coordination
- Verify insurance eligibility and benefits prior to appointments
- Enter demographic and insurance data accurately into EHR/PM system
- Liaise with billing staff or third-party vendor on claims and denials
- Assist patients with understanding financial responsibility and payment options
Compliance & Records
- Maintain strict HIPAA compliance in all interactions and documentation handling
- Manage medical record requests per state and federal regulations
- Support credentialing by maintaining provider licensure and certification files
- Assist with Joint Commission, CARF, or state licensure documentation as needed
Office Operations
- Order/maintain supplies; manage vendor relationships
- Coordinate facility maintenance requests
- Manage incoming/outgoing mail, faxes, and scanning workflows
- Support HR onboarding logistics for new staff
Minimum Qualifications
- High school diploma or GED required; Associate's or Bachelor's degree preferred
- 2+ years of administrative experience in a healthcare or behavioral health setting
- Working knowledge of insurance, billing concepts, and HIPAA
- Proficiency with EHR/PM systems (e.g., SimplePractice, Athena, Epic, Kareo)
- Ability to communicate professionally with patients experiencing mental health challenges
Preferred Qualifications
- Outpatient mental health or substance use clinic experience
- Familiarity with Medicaid/Medicare behavioral health billing
- Medical office certification (CMAA, CMOA, or equivalent)
- Bilingual (English/Spanish or other) a plus
Competencies
- Trauma-Informed Approach — Interacts with patients consistent with trauma-informed care principles
- Confidentiality — Exceptional discretion with sensitive patient and organizational information
- Reliability — Consistently punctual and accountable for front office coverage
- Adaptability — Manages shifting priorities with composure
- Collaboration — Works effectively across clinical, billing, and leadership teams
Physical Requirements
Primarily sedentary. Prolonged computer use. Occasional lifting up to 25 lbs. Reasonable accommodations available.
Compensation & Benefits
Job Types: Full-time, Part-time, Contract
Pay: $16.00 - $19.00 per hour
Benefits:
- Flexible schedule
- Paid time off
Ability to Commute:
- Dyer, IN 46311 (Required)
Ability to Relocate:
- Dyer, IN 46311: Relocate before starting work (Required)
Work Location: Hybrid remote in Dyer, IN 46311
