Front Office Admin

Job Summary
The Geek Therapeutics Office Administrator serves as the operational backbone of the practice, ensuring smooth daily functioning while providing compassionate, professional support to clients and clinical staff. This role blends front desk coordination, intake management, insurance processing, scheduling expertise, and administrative organization to create a welcoming and efficient clinical environment.

This position requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced mental health setting.

Key ResponsibilitiesClient Intake & Patient Support

• Manage the full intake process, guiding new clients through required paperwork
• Ensure accuracy and completeness of documentation, including collection of all necessary signatures
• Serve as a liaison between clients and clinicians, relaying urgent messages promptly and appropriately
• Provide patient advocacy support while maintaining confidentiality and professionalism

Front Desk & Office Operations

• Maintain a clean, secure, and welcoming waiting area
• Restock community resources and office supplies as needed
• Greet clients in person, manage phone lines, and respond to emails in a timely and professional manner
• Ensure a calm and organized front office environment

Scheduling & Calendar Management

• Manage complex, multi-provider calendars with precision
• Reduce no-shows through reminder systems and proactive communication
• Handle cancellations, rescheduling, and schedule adjustments efficiently
• Coordinate clinician availability and appointment optimization

Insurance & Billing Coordination

• Verify insurance benefits and obtain required authorizations
• Maintain working knowledge of insurance regulations and payer requirements
• Collect copays, deductibles, and outstanding balances in accordance with office policy
• Support billing processes within the practice management system

Electronic Medical Records & Documentation

• Maintain proficiency in EMR and practice management software (TherapyNotes preferred)
• Ensure accurate data entry and record maintenance
• Scan, shred, and securely store physical files according to compliance standards
• Support HIPAA-compliant documentation processes

Required Qualifications

• Experience in a medical, behavioral health, or therapy office preferred
• Proficiency with EMR systems (TherapyNotes experience strongly preferred)
• Strong verbal and written communication skills
• Excellent organizational and multitasking abilities
• Understanding of insurance verification and behavioral health billing processes
• High attention to detail and commitment to confidentiality

Core Competencies

• Professionalism and discretion
• Problem-solving and adaptability
• Compassionate client-centered mindset
• Technical and administrative proficiency
• Ability to work independently while supporting a collaborative clinical team

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Work Location: In person