Office Assistant

Job Description

Job Description

Position Summary:

The Office Assistant provides front-line administrative and clerical support to ensure smooth day-to-day operations within the mental health clinic. This position is responsible for greeting consumers, managing phone calls, scheduling appointments, and maintaining accurate records. A key responsibility is to collect, verify, and update insurance information and demographic data to ensure compliance and proper billing.

Key Responsibilities:

• Greet consumers and visitors with professionalism and courtesy, creating a welcoming environment.
• Answer and direct phone calls, respond to inquiries, and schedule appointments for providers.
• Collect, verify, and update consumer insurance information at intake and during ongoing visits.
• Maintain current demographic and contact information for consumers in the electronic health record system.
• Assist with processing forms, medical records requests, and other administrative tasks.
• Support clinical and administrative staff by preparing and organizing documentation as needed.
• Ensure compliance with HIPAA and confidentiality regulations when handling consumer records.
• Monitor the waiting area and assist consumers with questions, forms, and general support.
• Assist with billing preparation by verifying insurance coverage and eligibility when requested.
• Perform general office duties including filing, faxing, scanning, and data entry.
• Perform all other duties as assigned.

Qualifications:

• High school diploma or equivalent required; associate degree in office administration, business, or healthcare preferred.
• Previous experience in a healthcare, behavioral health, or office setting strongly preferred.
• Knowledge of medical insurance verification and demographic data collection preferred.
• Proficiency in Microsoft Office Suite and electronic health record (EHR) systems.
• Strong interpersonal, communication, and customer service skills.
• Ability to maintain professionalism and confidentiality in a mental health care environment.
• Strong organizational skills and attention to detail.
• Excellent interpersonal and communication skills.

Work Environment & Schedule:

• This is a non-exempt, full-time position.
• Standard hours are Monday through Friday, 8:00 AM – 4:30 PM EST
• Some flexibility may be required based on clinic needs or events.

In-Service Training & Continued Education Requirements:

• Participate in all required agency in-service and ADMH trainings
• Commitment to ongoing professional development to enhance skills and stay informed on best practices in behavioral health.
• Completion of onboarding and any continuing education requirements as directed by the agency or supervisor.