Front Office Assistant

Job Summary

We are seeking a compassionate, detail‑orientated, exceptionally organized professional to provide vital administrative support for a multi‑provider behavioral health practice. In this role, you will be the first point of contact for clients seeking behavioral health services, ensuring they feel welcomed and supported, while providing a professional and calm experience for our clients and clinical team, in a highly organized and confidential office environment.

• Client Coordination:
  Greet and check in clients, manage therapist calendars, and schedule and confirm appointments while avoiding scheduling conflicts.
• Communication:
  Manage incoming phone calls using a multi‑line phone system, respond to inquiries, complete initial contact sheets for prospective clients, take detailed messages, and direct inquiries to the appropriate provider and/or office administrator.
• Confidentiality & Compliance:
  Maintain strict client confidentiality in accordance with HIPAA regulations. Handle sensitive PHI with the utmost care.
• Focused Attention to Detail:
  Maintain extreme accuracy while handling sensitive tasks, including HIPAA‑Compliant data entry, processing client co‑pays, filing insurance eligibility documents, entering client data, billing and insurance information, and handing sensitive paperwork appropriately.
• Intakes & Records:
  Assist new clients with intake paperwork while ensuring all required documentation is completed, filed correctly, scanned and uploaded and all data entry is entered accurately into the EHR system.
• Office Operations:
  Assist with office supply inventory, light clerical duties as assigned, ability to climb stairs, and demonstrate consistent and dependable attendance and punctuality.

• Education: Associates or Bachelor’s Degree Preferred
• Experience: 2+ years of administrative experience, preferably in medical or counseling setting

• Proven experience using a multi‑line phone system
• Experience with EHR software – Thera Nest, KASA, Therapy Notes
• Excellent interpersonal and “soft” skills; must be empathetic and professional

• Focus & Multitasking: The ability to prioritize urgent tasks without losing track of ongoing administrative projects
• Attention to Detail: An “eagle-eye” approach to documentation and financial transactions to prevent insurance, billing, and/or medical record errors.
• Attendance: A track record of reliability and professional commitment.

Interested candidates should submit your resume and a brief cover letter highlighting your experience and their interest in the behavioral health field to abcbusines