Office Assistant

Tasks & Responsibilities Greet clients in a professional, friendly, and empathetic manner (in person, phone, or email)
Answer phone calls, respond to emails, and manage appointment inquiries

Schedule, confirm, and update client appointments using practice management software

Prepare the following day’s schedule for assigned clinicians, ensuring clear notations on schedules re: co-pay needed, forms required, insurance card needed, etc.; coordinate questions with Billing Manager Handle client insurance documents and intake forms; ensure all documentation is complete and HIPAA-compliant

Maintain client records and files (digital and/or paper) with confidentiality

Collect and track client payments and co-pays Ensure the waiting room and office area are tidy and welcoming

Support therapists with administrative needs such as copying, scanning, mailing, and filing

Coordinate with other providers or services when needed

Always uphold HIPAA and confidentiality standards

Required Experience & Qualifications Minimum of 1 year of front desk or medical/behavioral health administrative experience

Demonstrated ability to work independently and take ownership of daily responsibilities

Strong understanding of front desk operations, scheduling, client communication, and administrative workflows

Comfortable managing multiple responsibilities while maintaining accuracy and attention to detail

Friendly, confident, and professional demeanor when interacting with clients, families, therapists, and outside providers

Strong written and verbal communication skills

Technologically proficient and comfortable communicating with a remote administrative team Ability to troubleshoot routine issues and use good judgment when determining when additional support is needed

Preferred Qualifications Experience in a behavioral health, mental health, medical, or other clinical office setting

Experience working with multiple insurance plans and payer requirements

Previous experience in a similar administrative role