Job Description
Job Description
We are seeking a detail-oriented, compassionate, and highly organized Administrative Assistant to support the daily operations of our holistic practice. The ideal candidate will be the first point of contact for clients and play a crucial role in ensuring a welcoming, efficient, and confidential environment. This role requires strong organizational skills, excellent communication, and the ability to manage multiple tasks with professionalism and discretion.
Reports to: Director, Director of Operations
Minimum Qualification Requirements
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High school diploma
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Excellent verbal and written communication skills, with a professional and empathetic demeanor.
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Sound professional judgment and a strong commitment to maintaining strict confidentiality.
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Self motivated and able to work both independently and collaboratively as part of a team.
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Critical thinking and problem-solving skills.
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Strong organizational skills, attention to detail, and the ability to multitask and prioritize workload effectively.
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Able to communicate and work with culturally-diverse families and communities with the ability to be culturally sensitive, empathetic, appropriate and non-judgmental.
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Knowledgeable of and maintain HIPAA standards of privacy and confidentiality.
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Regular and reliable attendance and timely arrival to work.
Preferred Qualifications
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1+ years of experience in the mental health field
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Superior customer service skills
Key Responsibilities
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Greet clients and visitors warmly and professionally, ensuring a positive experience from arrival to departure.
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Answer and manage incoming phone calls and emails, providing information or directing inquiries to the appropriate staff members in a timely manner.
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Assist new clients with the intake process, including collecting initial information and ensuring all required paperwork is completed accurately and confidentially.
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Manage communication with other professional offices when necessary, such as requesting medical referrals.
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Schedule, confirm, and reschedule client appointments, managing multiple calendars efficiently.
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Maintain accurate and up-to-date client records, both electronic and physical, in compliance with HIPAA regulations and other data protection guidelines.
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Ensure the confidentiality and security of all client information at all times.
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Assist with client records, including scanning, filing, and transferring information as needed.
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Verify insurance coverage and benefits for clients, answer basic insurance and billing questions, communicate with clients regarding insurance benefits, copays, deductibles, and assist with processing claims.
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Provide general support to staff to provide assistance with operational needs and ensure smooth daily operations.
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Manage general office operations, including opening and closing procedures, ensuring a safe, clean and welcoming environment.
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Monitor and maintain office supply inventory.
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Assist with preparing documents, reports, presentations, and other special projects as needed.
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Attend monthly staff meetings.
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Perform other duties as assigned.
Company DescriptionWe're a thriving multi-specialty practice serving the Colorado Springs community since 2017. Our comprehensive approach includes individual therapy, couples/family counseling, group programs, psychiatric services, nutrition counseling, and innovative treatments like ketamine-assisted psychotherapy. Join us in our mission to provide compassionate, accessible mental health care that treats the whole person.
Company Description
We're a thriving multi-specialty practice serving the Colorado Springs community since 2017. Our comprehensive approach includes individual therapy, couples/family counseling, group programs, psychiatric services, nutrition counseling, and innovative treatments like ketamine-assisted psychotherapy. Join us in our mission to provide compassionate, accessible mental health care that treats the whole person.