Office Assistant

About Us

Redefining the Future Network, Inc. (RTFNetwork) is a behavioral health organization providing compassionate care to individuals and families within our community. We offer various services for mental health support, community integration, and overall well-being. Our team is passionate about making a difference in people’s lives, and we are looking for an enthusiastic office assistant to help us maintain a well-organized and efficient office environment.

The Office Assistant will support daily operations by providing administrative support to the team. This role requires strong communication and organizational skills and the ability to prioritize multiple tasks efficiently. As the Office Assistant, you will be a key point of contact for staff, clients, and external partners.

• Handle incoming phone calls, emails, and mail with professionalism and timely follow-through.
• Ensure the office environment is consistently organized, clean, and fully stocked with necessary supplies.
• Coordinate repairs, IT support requests, and maintenance of common areas including reception and meeting rooms.

• Support staff by scheduling appointments, managing calendars, and coordinating internal and external meetings.
• Send appointment reminders, confirmations, and follow-up communications to clients and stakeholders.

• Organize and maintain both physical and digital files with accuracy and strict confidentiality.
• Ensure client information and office records are stored securely and in compliance with HIPAA and applicable regulations.
• Perform regular audits of filing systems to maintain integrity and accessibility of records.

• Assist with processing, tracking, and monitoring treatment service authorizations.
• Ensure accurate documentation and timely submissions to insurance carriers and managed care organizations.
• Follow up on pending authorizations and communicate status updates to clinical and administrative staff.

• Greet clients and visitors warmly and professionally, creating a welcoming first impression.
• Provide accurate information about services, direct inquiries appropriately, and assist with intake paperwork.
• Respond to client needs with empathy, patience, and a trauma-informed approach.

• Support HR and management with the onboarding process for new hires.
• Assist with preparing new employee materials, orienting staff to office procedures, and completing required documentation.

• Serve as a liaison for internal and external communications, ensuring messages are clearly relayed and followed up on.
• Draft, proofread, and distribute correspondence, memos, and announcements as needed.

• Assist with billing functions, including processing invoices, tracking payments, and resolving discrepancies.
• Maintain accurate documentation for services rendered to support billing and reimbursement processes.

• Coordinate with clinical staff to ensure timely and accurate billing submissions.

• Ensure consistent adherence to company policies, industry standards, and applicable state and federal regulations.
• Maintain up-to-date knowledge of office protocols and assist in implementing policy updates.
• Participate in required compliance training and maintain documentation as requested.

• Provide clerical support to management, including data entry, preparing reports, and filing.
• Support special projects, organizational initiatives, and agency-wide events as assigned.
• Perform other duties as assigned to contribute to the overall efficiency and mission of the…