Office Assistant-Outpatient Mental Health Clinic: Closing Position

Position Opening:
Office Assistant-Closing Shift, 75.50 Outpatient Mental Health Clinic

Job Details:
Front-desk reception, client intake, scheduling, billing support, and HIPAA compliance

Job Type: Administration, Full-time position

Number of openings for this position: 1

Office

Schedule:

Monday-Thursday 8:45 am-6:15 pm, Friday 10:00 am-2:15 pm

Start Date:

January 4, 2027

Office

Location:

Onalaska office, 571 Braund St, Onalaska, WI 54650

The Office Assistant serves as the initial point of contact for clients, visitors, and external contact at Stein

Counseling and Consulting Services, Ltd. This role provides front-desk reception, appointment scheduling, client

intake management, basic billing support, and general administrative coordination. By ensuring accurate

documentation, strict HIPAA compliance, and a welcoming environment, the Office Assistant plays a vital role in

supporting clinic providers and delivering quality client care.

• Welcome clients in person, by answering inbound calls or placing outbound phone calls, or via
• electronic communication with professionalism, empathy, and kindness.
• Route calls, messages, and inquiries to appropriate staff or clinical providers.
• Address client inquiries and resolve service-level concerns promptly to maintain high customer
• satisfaction.
• Immediately escalating informal and formal complaints to the Clinic Administrator.
• Distribute and monitor provider client-satisfaction surveys, completing routine data entry.

• Schedule, modify, and confirm face-to-face client appointments using Therapy Appointment (TA) andadd to the providers Google Calendar using Google Meet for telehealth sessions.
• Monitor online appointment and information requests, ensuring processing and outreach within 24hours of receipt.
• Actively track provider cancellation and standby lists to fill open appointment slots.
• Print and distribute monthly Active Client Lists to providers by the 25th of each month, tracking returnson the master spreadsheet.

• Detail Driven:
  Collect, review, and verify all intake paperwork (electronic or hard copy) for completeness and