Front Office Administrative Assistant

Front Office Assistant - Lotus Care Psychological Services Assistant Role Under Office Manager Overview Lotus Care Psychological Services is seeking a highly organized, fast‑paced, and detail‑driven Front Office Assistant to support the Office Manager and ensure the clinic operates with efficiency, warmth, and professionalism. This role is essential to maintaining smooth daily operations in a high‑volume mental health practice. The ideal candidate is intelligent, reliable, and able to multitask at an advanced level while maintaining a calm, compassionate presence for patients and providers. This position requires consistency, loyalty, and a desire to grow within the practice.

Key ExpectationsThe Ideal Candidate Will:

Thrive in a fast‑paced, high‑demand clinical environment , similar to urgent care or ER flow. Support the Office Manager in maintaining a precise, error‑free scheduling system . Communicate with clarity, confidence, and compassion—especially regarding cancellations, reschedules, and late arrivals. Maintain strict confidentiality , avoid drama, and uphold a professional, warm tone at all times. Demonstrate humility, openness to feedback, and a commitment to continuous improvement. Maintain clinic equipment responsibly (phones, tablets, scanners, etc.). Work remotely when needed to complete backlog tasks. Represent Lotus Care with warmth, intelligence, and professionalism. Primary ResponsibilitiesPhone Line & Message Management (Top Priority) Clear all phone line messages every morning and throughout the day , ensuring no backlog. Document, categorize, and route messages appropriately (clinical, scheduling, billing, urgent). Provide patients with complete, accurate information in your return calls—no vague or partial responses.

Maintain zero-message phone lines by:

Returning calls promptly Updating the EMR with outcomes Closing loops with patients Notifying the Office Manager of urgent or complex issues Ensure voicemail boxes remain uncluttered, organized, and fully functional . Portal Management (WIX, Psychology Today, Zen Care, REE Medical ) Monitor patient portals (e.g., EMR messaging, intake portals, referral portals). Respond to patient inquiries with professionalism and clarity. Upload documents, update demographics, and ensure all portal tasks are completed daily. Flag urgent or time‑sensitive portal messages for the Office Manager immediately. Front Office Operations Assist with all incoming faxes, referrals, and demographic updates. Enter referral information into the EMR accurately and efficiently. Answer phones with excellent etiquette; triage calls appropriately. Check patients in, collect copays, and manage patient flow. Compose and send professional emails, digital faxes, and weekly referral updates as directed. Maintain office files, referral logs, and patient statements.

Assist with debt collection tasks:

send statements, track payments, and follow up. Support providers and administrative staff with clerical tasks. Maintain inventory and assist with light cleaning duties on Fridays. Scheduling & Provider Support Assist the Office Manager with scheduling for all providers. Ensure appointment codes and billing codes are correct. Manage cancellations, reschedules, and same‑day changes with professionalism. Understand the psychological testing process, long wait times, and patient expectations. Communicate clearly with patients about testing timelines, procedures, and requirements. Required Skills & QualificationsExperience 3-7 years in healthcare or medical office administration. Experience with mental health patients required. Knowledge of autism, psychological terminology, and clinical processes strongly encouraged. Experience in Suboxone clinics preferred. Demonstrated job consistency (3+ years at a prior position strongly preferred).

Technical Skills Proficiency with:

Microsoft Office Suite EMR systems Digital faxing Email and communication platforms Data entry and digital workflows Ability to learn new technology quickly. Professional Skills Excellent writing and communication abilities. Strong multitasking and time‑management skills. High attention to detail and accuracy. Ability to remain calm, warm, and professional under pressure. Strong problem‑solving skills and ability to "put out fires." Ability to maintain boundaries and uphold clinic policies with confidence. Additional Requirements Comfortable collecting copays and discussing financial matters. Must wear a uniform daily (first set provided; additional sets purchased by candidate). Bilingual preferred but not required. Must be able to work Saturdays. Comfortable with a dynamic, evolving clinical environment. Committed to long‑term growth with the practice. Growth Opportunities Lotus Care offers incentives for professional development, including opportunities in: Health coaching Life coaching Yoga certification Potential transition into advanced administrative or provider‑track roles As practice grows , you will grow with it

Job Types:

Full-time, Contract Pay:

From $13.00 per hour Expected hours: No less than 40.0 per week

Work Location:

In person