Job Description
Job DescriptionSalary:
Job Summary
The Office Assistant is responsible for overseeing front desk operations, providing administrative support, coordinating client intake processes, and ensuring exceptional customer service across the site. This role supports clinical and administrative staff by managing scheduling, verifying insurance, collecting required documentation, and ensuring efficient flow of individuals entering services.
Job Duties
- Provide excellent customer service through greeting, triaging needs, answering calls, and maintaining a professional and welcoming environment.
- Serve as the first point of contact for individuals, families, staff, and visitors while maintaining a professional and welcoming environment.
- Manage waiting room flow and update staff on arrivals
- Complete client intake processes, including registration, consent forms, HIPAA documentation, demographic updates, and insurance verification.
- Assist with copay collection and ensure all required documentation is completed and uploaded into the EHR system.
- Maintain organized lobby and reception areas and ensure compliance with safety and privacy guidelines.
- Support clinical teams with scheduling, documentation routing, report preparation, and general administrative tasks.
- Perform scanning, filing, faxing, copying, and data entry to support office operations.
- Assist with workflow coordination, coverage planning, and multi-site support as needed.
- Participate in quality improvement efforts and help ensure compliance with DBHDS, DMAS, HIPAA, and internal policies.
- Perform other related administrative duties as assigned.
Minimum Qualifications
- High school diploma or equivalent required.
- 5+ years of experiencein administrative, healthcare, front desk, or customer service roles.
- Experience working in behavioral health, medical office, or human services setting strongly preferred.
- Proficiency in Microsoft Office
- Strong understanding of HIPAA regulations.
Knowledge, Skills & Abilities (KSA)
Knowledge
- Knowledge of office procedures, administrative workflows, and customer service practices.
- Knowledge of HIPAA, confidentiality policies, and professional communication etiquette.
- Knowledge of basic insurance terminology and behavioral health intake processes.
Skills
- Strong communication and interpersonal skills.
- Excellent organizational, time-management, and multitasking abilities.
- Skilled in handling high call volumes and fast-paced environments.
- Strong computer skills including data entry, scheduling, and documentation.
- Problem-solving and conflict resolution skills with a calm, professional approach.
Abilities
- Ability to maintain professionalism under pressure or during crisis situations.
- Ability to interact with individuals experiencing mental health or substance use challenges.
- Ability to maintain strict confidentiality with sensitive information.
- Ability to follow protocols, prioritize tasks, and work independently.