Administrative Support Specialist; Gilbert

Overview

Lighthouse Psychiatry | Administrative Support Specialist (Psychiatry/Behavioral Health)

Location: 4001 East Baseline Rd Ste 204, Gilbert, AZ 85234

Job Type: Full-Time, In-Person

Pay: $17–$22 per hour (based on experience, adaptability, and certifications) (opportunities for growth)

Lighthouse Psychiatry is a mission-driven outpatient psychiatry practice serving Arizona communities with evidence-based mental health care. We are committed to professionalism, patient dignity, HIPAA compliance, and a supportive clinical culture. Our front office is central to patient access, care coordination, and the first impression we provide.

We are seeking an Administrative Support Specialist to manage patient access, scheduling, EHR documentation, and front-office operations in a behavioral health setting. This role is ideal for candidates with medical office experience who are organized, customer-focused, and comfortable working with mental/behavioral health patients.

Front Desk & Patient Services:

• Greet patients and visitors; manage check-in/check-out with professionalism and empathy.
• Answer phones, route calls, manage voicemail, and respond to email/portal inquiries.
• Prepare new-patient packets and ensure completion of HIPAA, consent, financial, and intake forms.
• Manage waitlists, cancellations, reschedules; fill openings efficiently.

Scheduling & Clinic Operations:

• Schedule new and follow-up appointments by provider criteria (service type, age, insurance, specialty).
• Maintain provider calendars and appointment templates in the EHR.
• Coordinate referrals, follow-ups, and multi-visit treatment series.
• Monitor no-shows and late arrivals; perform reminder and rebooking outreach.

Records, EHR & Compliance:

• Enter/update demographics, insurance, pharmacy, and contact information.
• Scan, upload, fax, and index documents in the EHR (records, legal/disability forms, correspondence).
• Process Release of Information (ROI) requests per policy; maintain HIPAA compliance at all times.
• Perform routine chart checks for accuracy and completeness.

Billing Support & Administration:

• Collect copays/fees, post payments, reconcile daily receipts.
• Verify basic insurance and coordinate with billing on eligibility or account questions.
• Track authorizations and external paperwork; maintain spreadsheets/logs accurately.
• Keep the front office organized; open/close office per protocol.

Team & Cross-Training:

• Serve as liaison between patients, clinicians, and management.
• Document calls/messages in EHR or internal systems.
• Cross-train on additional office procedures; assist with medical office workflows as needed (training provided).

Minimum Qualifications:

• 2+ years in a medical, mental health, or behavioral health office.
• Experience with EHR/EMR systems (Athenahealth preferred) and Microsoft Office (Word/Excel).
• Excellent organization, attention to detail, and time management.
• Professional written/verbal communication; strong customer service.
• Ability to handle confidential information with discretion.

Preferred:

• Psychiatry or behavioral health experience.
• Insurance verification, authorizations, and basic billing workflows.
• Medical Assistant (MA) certification or clinical support experience.
• High-volume scheduling and document management.

• Ability to stand, walk, stoop, and bend for administrative operations for extended periods.
• Ability to lift up to 25 lbs.
• Visual/auditory acuity for computer work, phone use, and in-person interaction.
• Strict adherence to confidentiality and safety protocols.

• Must comply with HIPAA, Arizona privacy laws, and Lighthouse policies regarding Protected Health Information (PHI).
• Employment contingent on completion of applicable background checks and onboarding requirements in accordance with Arizona law.
• This position is in-office and serves patients across Maricopa County.

• Mission-driven behavioral health practice focused on patient-centered care.
• Supportive, professional team with structured onboarding and training.
• Growth opportunities within a specialty mental health clinic.
• Emphasis…