Mental Health Office Administrative Assistant

Mental Health Office Administrative Assistant

A growing mental health practice is seeking an administrative assistant to manage the flow of client referrals, the intake process, and billing aspects. Must effectively communicate with practice directors, office staff, and clients. Provide responsive client care and be a point of contact in a welcoming, friendly, and sensitive manner. Strong scheduling experience, being able to handle and appropriately schedule new clients according to therapist availability and expertise.

Must be able to prioritize and handle multiple responsibilities at a time. Must have an understanding of insurance terms and the ability to communicate plan benefits to new clients. Become an integral part of our mental health team. In‑office position. Spanish‑speaking/bilingual preferred.

• Monday - Thursday, 11:00 am - 7:00 pm or 12:00 pm - 8:00 pm, Friday 9:00 am - 5:00 pm

• Health Insurance – Medical, dental, and vision for full‑time employees
• Savings Plan and 403(b) Retirement Plan
• PTO

• Manage all aspects of the assigned office and client care coordination for mental health patients
• Strong organization, problem‑solving, and time management
• Extensive knowledge of insurance terminology, processes, and procedures
• Ability to use technology proficiently, including emailing, faxing, using the phone system, and all Google and Microsoft products
• Ability to navigate and use the Electronic Health Record System
• Exhibit a friendly, caring, and professional demeanor
• Apply meticulous thought and attention to detail
• Prioritize multiple responsibilities
• Use discretion in sensitive and personal matters
• Work well with others
• Adhere to and maintain HIPAA privacy laws
• Uphold practice policies and procedures
• Schedule appointments, maintain all aspects of scheduling, and maintain familiarity with scheduling preferences/specialties of clinicians
• Ensure that accurate and complete information is notated in patients' charts
• Ensure new clients receive intake paperwork and assist clients in completing intake paperwork
• Verify benefits and communicate with patients prior to arrival for the appointment
• Process and manage incoming referrals in a timely and accurate manner
• Answer the phone and respond to patient questions and messages
• Prepare documentation as needed/required
• Provide clerical support with faxing, copying, preparing letters, and uploading the documentation in client charts
• Collect payments and monitor/collect on accounts and delinquent accounts
• Handle complaints professionally and tactfully
• Perform light cleaning to maintain office cleanliness
• Maintain office equipment and supplies
• Assist with credentialing, as requested
• Follow up with outstanding claims and troubleshoot claim problems
• Communicate regularly with practice owners and supervisors
• Other office projects as directed

• Medical administrative certification preferred
• Billing/Coding certification preferred
• Good communication skills and interpersonal skills
• Previous work experience in a medical or mental health setting
• Spanish‑speaking preferred
• Organizational skills using Google Workspace, Excel, and Microsoft products

$23 – $27 hourly