Administrative Assistant

Description

Location:

Scottsdale, Arizona (15720 N. Greenway Hayden Loop #2, Scottsdale, AZ 85260)

Schedule:

Full-Time, Monday–Friday, Clinic hours are 7:45 AM – 5:15 PM

At Developmental and Educational Psychological Services (DEPS), we see every child’s potential—not just their diagnosis. Our team is passionate about play-based, family-centered care that empowers kids to learn, grow, and shine. Our mission is to partner with each family, tailoring treatment plans that reflect their values, interests, and goals.

At DEPS, we’re not just providing ABA assessment and therapy—we’re creating a space where children flourish, families feel supported, and clinicians thrive. Our child-led, naturalistic approach sets us apart and keeps our work deeply rewarding.

• Consistent weekday schedule, no weekends or evenings
• Growth opportunities with cross-discipline collaboration
• Fun, team-oriented culture (because we believe in enjoying the workday)
• Work closely with psychologists, psychological assistants, and a supportive administrative team across all DEPS locations

The Administrative Assistant serves as the face of our Assessment clinic, ensuring exceptional experiences for families and providers. This role works in close partnership with the clinical team to manage administrative duties including verification of benefits, answering phones, coordinating intake of families, and scanning and managing clinical documentation. As a primary point of contact for parents and staff, the Administrative Assistant sets the tone for professionalism, efficiency, and warmth within the clinic.

Through strong communication, organization, and attention to detail, this individual helps support a structured and welcoming environment.

• Collect copayments and verify insurance information
• Answer incoming calls and check/respond to voicemails promptly
• Confirm appointments via phone, text, or portal
• Complete VOBs

• Send intake packets to new families & monitor completion with required documentation within 48 hours
• Scan and upload documents into the EMR system
• Ensure compliance with HIPAA and other healthcare regulations
• Fax and eFax medical requests and reports
• Process referrals and send necessary reports to providers

• Make and modify appointments as needed
• Monitor online bookings
• Assist with calendar management, including time off, rescheduling, and illness-related changes
• Communicate provider schedule changes clearly and proactively

• Send and monitor rating scales (including bariatric rating scales as applicable)
• Collect bariatric copayments as required
• Support providers with administrative needs to ensure smooth clinic operations

• 1+ years of experience in a medical office, healthcare, or administrative setting
• Strong communication and organizational skills
• Friendly, professional demeanor with excellent customer service skills
• High school diploma or equivalent
• Proficiency in EMR systems (e.g., Passage, Practice Q, Epic, Cerner, Meditech) preferred
• Ability to multitask in a fast-paced environment
• Knowledge of medical terminology preferred
• Bilingual (English/Spanish or other languages) a plus!

• 401(k) - to build your future while you build ours
• Paid Time Off (PTO) plus holidays – because rest fuels performance
• A workplace that values innovation, inclusion, and fun

• Ability to sit, stand, and move throughout the day in a clinical office setting
• Manual dexterity to use standard office equipment, with extended periods of computer and phone usage
• Ability to manage high call volumes and front desk activity