An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
We are seeking a compassionate, organized, and dependable Office Assistant to support the day-to-day administrative operations of our mental health therapy private practice. The ideal candidate is professional, detail-oriented, comfortable working with sensitive information, and able to create a welcoming and supportive experience for clients. This position focuses primarily on administrative and front-office responsibilities and does not involve providing clinical services.
Responsibilities:
Answer phone calls, respond to emails, and communicate with clients in a professional and compassionate manner. Schedule, reschedule, and confirm client appointments. Maintain accurate client information and update records as needed. Assist with new client intake and onboarding processes. Verify insurance benefits and assist with insurance-related administrative tasks, as applicable. Collect copays, payments, and outstanding balances. Send appointment reminders and follow up regarding incomplete paperwork or outstanding forms. Maintain organized electronic and physical files. Assist therapists with administrative needs and office organization. Monitor office supplies and place orders as needed. Maintain a clean, organized, and welcoming office environment. Assist with billing, invoicing, and other administrative tasks. Coordinate communication between clients, therapists, and outside providers when appropriate and authorized. Protect client confidentiality and follow all applicable HIPAA and privacy requirements. Assist with general office projects and other duties as assigned.
Qualifications:
Previous experience in an administrative, receptionist, medical office, or customer service role preferred. Experience in a healthcare or mental health setting is a plus. Excellent verbal and written communication skills. Strong organizational and time-management skills. Ability to manage multiple tasks while maintaining attention to detail. Comfortable using computers, email, scheduling systems, and electronic health records. Professional, friendly, and empathetic demeanor. Ability to maintain strict confidentiality and handle sensitive information appropriately. Reliable, punctual, and able to work independently. Comfortable interacting with individuals from diverse backgrounds and providing an inclusive, respectful client experience.
Preferred Skills:
Experience with electronic health record (EHR) systems. Knowledge of insurance verification and behavioral health billing. Familiarity with HIPAA requirements. Strong customer service skills. Ability to work effectively in a fast-paced private practice environment.
