Office Admin/Front Desk

Position Summary:

Office Admin/Front Desk The Office Administrator serves as the operational backbone of the clinic, ensuring smooth day-to-day functioning across front desk operations, scheduling, billing coordination, compliance documentation, and patient communication. This role requires professionalism, discretion, and sensitivity appropriate to a behavioral health environment. Essential Duties & Responsibilities Front Desk & Patient Relations Greet and check in patients; maintain a welcoming, trauma-informed front office environment Answer and route multi-line phone calls; manage voicemail and patient portal messages Collect co-pays, deductibles, and outstanding balances at time of service; issue receipts Manage patient intake forms, consents, and release-of-information documentation Scheduling & Provider Support Schedule, confirm, and reschedule appointments for multiple providers Manage provider calendars; coordinate telehealth and in-person visits Track and follow up on no-shows, cancellations, and waitlists Coordinate referrals, prior authorizations, and provider communications Billing & Insurance Coordination Verify insurance eligibility and benefits prior to appointments Enter demographic and insurance data accurately into EHR/PM system Liaise with billing staff or third-party vendor on claims and denials Assist patients with understanding financial responsibility and payment options Compliance & Records Maintain strict HIPAA compliance in all interactions and documentation handling Manage medical record requests per state and federal regulations Support credentialing by maintaining provider licensure and certification files Assist with Joint Commission, CARF, or state licensure documentation as needed Office Operations Order/maintain supplies; manage vendor relationships Coordinate facility maintenance requests Manage incoming/outgoing mail, faxes, and scanning workflows Support HR onboarding logistics for new staff Minimum Qualifications High school diploma or GED required; Associate's or Bachelor's degree preferred 2+ years of administrative experience in a healthcare or behavioral health setting Working knowledge of insurance, billing concepts, and HIPAA Proficiency with EHR/PM systems (e.g., SimplePractice, Athena, Epic, Kareo) Ability to communicate professionally with patients experiencing mental health challenges Preferred Qualifications Outpatient mental health or substance use clinic experience Familiarity with Medicaid/Medicare behavioral health billing Medical office certification (CMAA, CMOA, or equivalent) Bilingual (English/Spanish or other) a plus Competencies Trauma-Informed Approach — Interacts with patients consistent with trauma-informed care principles Confidentiality — Exceptional discretion with sensitive patient and organizational information Reliability — Consistently punctual and accountable for front office coverage Adaptability — Manages shifting priorities with composure Collaboration — Works effectively across clinical, billing, and leadership teams Physical Requirements Primarily sedentary. Prolonged computer use. Occasional lifting up to 25 lbs. Reasonable accommodations available.

Compensation & Benefits Job Types:

Full-time, Part-time, Contract Pay:

$16.00 - $19.00 per hour

Benefits:

Flexible schedule Paid time off Ability to

Commute:

Dyer, IN 46311 (Required) Ability to

Relocate:

Dyer, IN 46311: Relocate before starting work (Required)

Work Location:

Hybrid remote in Dyer, IN 46311