Administrative Assistant/Client Services

Administrative Assistant/Client Services

FCCS - 3.3

Fort Wright, KY Job Details Part-time From $15 an hour 1 day ago Qualifications Record keeping Teamwork Insurance prior authorization Electronic health records (EHR) management Achieving HIPAA compliance Greeting customers HIPAA Filing Data reporting Mid-level Medical scheduling Administrative experience Medical administrative support Data entry Clerical experience Productivity software Phone call management Managing patient records Medical terminology 2 years Communication skills

Full Job Description Job Title:

Administrative Assistant -Client Services & Scheduling (Counseling & Case Management Support)

Hours:

Part-Time, Less than 30 hours/week

Reports To:

Administrative Coordinator /

Managing Director Position Summary:

FamilyCare Counseling Solutions is seeking a proactive, organized, and client-focused Part-Time Administrative Assistant to support our counseling and case management team. This role plays a vital part in ensuring the smooth scheduling and tracking of client appointments, assisting with billing and prior authorizations, and helping maintain therapist and case manager workflows. The ideal candidate is highly communicative, adaptable, and experienced in a mental health or healthcare setting.

Key Responsibilities:

Scheduling & Appointment Management:

Schedule and reschedule client appointments in coordination with therapists and case managers. Maintain and update the Appointment Tracker daily. Communicate with therapists to encourage schedule flexibility when accommodating client needs or last-minute changes. Proactively manage holiday-related scheduling, therapist absences, and client cancellations. Ensure clients are rescheduled promptly to minimize no-show rates.

Reporting & Data Management:

Generate and distribute weekly attendance and no-show rate reports. Monitor trends and proactively suggest solutions to reduce missed appointments.

Billing & Authorizations:

Assist in submitting, tracking, and monitoring prior authorizations. Support billing processes as needed, including data entry, verification, and insurance documentation coordination.

Reception & Administrative Support:

Provide backup receptionist duties including answering phones, greeting clients, and managing front desk operations. Perform general administrative tasks including filing, scanning, and maintaining client records in compliance with HIPAA and agency policies.

Qualifications:

Minimum of 2 years administrative experience in a healthcare or mental health setting preferred. Strong communication and interpersonal skills, especially with clinical staff. Proficient in scheduling software, EHR systems, and Microsoft Office Suite. Highly organized with attention to detail and the ability to manage multiple priorities. Ability to work both independently and as part of a collaborative team. Familiarity with mental health terminology and insurance processes (e.g., prior authorizations) is a plus.

Work Environment & Physical Demands:

This position may involve prolonged periods of sitting at a desk and working on a computer. Some flexibility in hours may be required to accommodate clinic needs a minimum of 5 hours per work day and availability to work 4-5 days per week

To Apply:

Please submit your resume and a brief cover letter outlining your interest and relevant experience to

Job Type:

Part-time Pay:

From $15.00 per hour

Work Location:

In person