Front Desk Administrative Assistant

About Us

At Neuro Wellness Spa, we are committed to providing cutting-edge mental health care through a patient-centered approach. Since 2009, our dedicated, knowledgeable, and compassionate team has worked to ensure patients receive the highest quality and most comprehensive mental healthcare possible. As a leading provider of TMS, psychopharmacology, and psychotherapy, we are continuing to expand our services and clinical footprint across California.

At Neuro Wellness Spa, we are committed to providing cutting-edge mental health care through a patient-centered approach. Since 2009, our dedicated, knowledgeable, and compassionate team has worked to ensure patients receive the highest quality and most comprehensive mental healthcare possible. As a leading provider of TMS, psychopharmacology, and psychotherapy, we are continuing to expand our services and clinical footprint across California.

The Administrative Assistant serves as the first point of contact for patients and visitors, providing exceptional customer service and administrative support to ensure a seamless clinic experience. This role manages patient interactions, including appointment scheduling, insurance verification, and coordination of care, while maintaining accurate records in DrChrono EHR. Additionally, the Administrative Assistant oversees administrative tasks such as processing referrals, handling faxes and mail, and ensuring compliance with HIPAA and clinic policies.

This position also contributes to office management, patient outreach, and marketing initiatives, supporting the overall efficiency and professionalism of the clinic.

• Welcome patients in person or via phone, providing information about services, scheduling/rescheduling, and billing procedures.
• Answer and direct calls and texts, taking messages as needed.
• Assist patients with appointment scheduling, rescheduling, and cancellations using DrChrono EHR.
• Inform providers of no-shows and cancellations, coordinating rescheduling as needed.

• Verify patient information and insurance eligibility, ensuring accurate records and running VOBs as needed.
• Direct patients through intake processes and maintain documentation in DrChrono EHR.
• Facilitate internal referrals for therapy and TMS using MS Lists, Teams and other internal communication procedures.
• Manage patient flow by balancing appointment scheduling and walk-in activities.
• Monitor and sort faxes and mail for timely processing. Coordinate the preparation and mailing of certified mail, as needed.
• Obtain and process signed Release of Information (ROI) forms for coordination with Clear Behavioral Health and other providers.
• Run CURES reports as needed for compliance and provider support.
• Complete and submit medication prior authorization requests.
• Schedule peer-to-peer reviews and appointments for medical leave paperwork (EDD, FMLA, etc.).
• Draft, process, and send discharge, end-of-care, and termination letters, ensuring proper documentation in the Electronic Health Record (EHR) system.
• Conduct outreach to patients who are lost to follow-up to maintain continuity of care.

• Keep the front desk and lobby area clean, organized, and welcoming.
• Perform administrative tasks such as faxing, copying, scanning, and managing office supplies.

• Adhere to HIPAA regulations and ensure patient confidentiality.
• Follow clinic policies and procedures for administrative and operational processes.

• Assist with interviewing and training new administrative assistants and site staff, as appropriate.
• Request patient reviews, surveys and testimonials, when appropriate
• Participate in ideas and content…