Front Office Administrator and Receptionist

Job Summary

We are a growing outpatient psychiatric clinic focused on supportive, high-quality care for children, teens, and adults. Our team values positive patient experience, clear communication, and smooth front-office operations. We are seeking an energetic and highly organized Front Office Administrator and Receptionist to be the welcoming face of our organization. In this vital role, you will manage front desk operations, coordinate administrative tasks, and provide exceptional customer support. Your proactive approach and excellent communication skills will ensure smooth daily operations, creating a positive experience for visitors, clients, and team members alike. This paid position offers an exciting opportunity to develop your office management skills while contributing to a dynamic professional environment.

Key Responsibilities

• Greet patients and visitors with warm, professional customer service, attend to customers timely
• Answer, direct, and manage incoming phone calls using proper phone etiquette
• Handle incoming correspondence, emails, and inquiries with clarity and professionalism
• Check patients in and out efficiently and respectfully
• Verify insurance eligibility and benefits before appointments
• Collect co-pays, balances, and outstanding invoices at time of service
• Process daily payments and assist with reconciliations
• Schedule and confirm patient appointments, manage calendars, and coordinate meetings using Google Workspace and Electronic Health Records (EHR)
• Respond to patient questions via phone and email clearly and kindly
• Support patient communication, including appointment reminders
• Maintain organized filing systems, data entry records, and ensure accurate document proofreading accurately and with HIPAA standards
• Communicate with referral partners and community providers
• Support basic outreach and follow-up with referral sources
• General administrative tasks as needed (mail, filing, faxing, data entry)
• Assist with office management tasks such as supply inventory, photocopying, scanning, and general clerical support
• Other tasks to support the CEO both personally and professionally

Preferences (but not required)

• Experience in mental health or medical front desk roles
• Insurance Eligibility experience preferred
• Comfortable working with diverse populations, including children
• Positive attitude with a team-oriented mindset
• One (1) year experience in clinic setting or health care atmosphere.
• High school diploma.

Skills & Attributes

• Excellent communication and customer service skills
• Strong organizational skills with the ability to multitask effectively in a fast-paced environment
• Basic computer skills (email, scheduling systems, documentation)
• Able to maintain professionalism during busy periods
• Excellent phone etiquette with experience managing multi-line phone systems
• Bilingual abilities are a plus to serve diverse client needs effectively
• Previous office experience or clerical experience demonstrating familiarity with administrative procedures
• Knowledge of medical receptionist duties is advantageous
• Data entry skills with high accuracy
• Attention to detail for proofreading documents and maintaining accurate records
• Ability to handle confidential information discreetly and professionally

This role is perfect for motivated individuals eager to grow their office management expertise while delivering outstanding support in a lively work environment. Join us to be part of a dedicated team committed to excellence!

Pay: $21.00 - $25.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person