Healthcare Office Administrative Assistant

Healthcare Office Administrative Assistant

Location: Harrisonburg, VA. 22801
Company: Aram Counseling and Wellness Center
Job Type: Full-time, In-person
Schedule: Monday–Friday, 10:00 AM–6:00 PM

About Us

Aram Counseling and Wellness Center is a growing behavioral health group practice with multiple locations across Virginia, including Leesburg, Herndon, Alexandria, and Harrisonburg. We are seeking a professional, organized, and motivated Healthcare Office Administrative Assistant to support daily office operations and provide excellent service to our clients, providers, and administrative team.

The ideal candidate will have prior experience working in a medical, behavioral health, or healthcare office setting and will be comfortable managing front-office responsibilities, patient communication, billing support, scheduling, referrals, and administrative coordination.

Position Summary

The Healthcare Office Administrative Assistant plays a key role in ensuring smooth day-to-day office operations. This position is responsible for supporting patient intake, scheduling, billing, insurance verification, provider coordination, credentialing support, referrals, office organization, and general administrative tasks.

Responsibilities

Responsibilities include, but are not limited to:

• Respond to all incoming phone calls, emails, and patient inquiries in a professional and timely manner.
• Create and update patient demographic, insurance, and clinical information in the EMR system.
• Send, collect, and track required patient documents, forms, and signatures.
• Schedule, reschedule, and confirm patient appointments.
• Maintain staff appointment calendars and coordinate provider schedules.
• Collaborate with providers regarding availability, scheduling needs, and patient coordination.
• Assist with onboarding new staff members.
• Verify patient insurance benefits and eligibility.
• Collect patient co-payments at the time of service and ensure accurate payment documentation.
• Contact patients with outstanding balances to arrange payment, discuss payment options, or address account-related concerns before future appointments.
• Answer patient billing questions in a professional, clear, and courteous manner.
• Prepare and send monthly invoices to clients or customers with recurring billing arrangements.
• Post payments accurately to patient and customer accounts and maintain up-to-date account records.
• Submit insurance claims and assist with resolving claim issues or denials.
• Manage patient referrals, including coordinating referral documentation, tracking referral status, and communicating with providers as needed.
• Process provider credentialing applications and maintain accurate credentialing records to support compliance and timely enrollment.
• Keep offices neat, organized, and welcoming for clients and staff.
• Post updates and content on the company’s social media platforms as needed.
• Assist with marketing and advertising activities as required.
• Perform other administrative duties as assigned.

Qualifications

• Experience working in a medical, behavioral health, or healthcare practice is required.
• Strong customer service and communication skills.
• Professional demeanor and positive attitude.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to work independently and collaboratively as part of a team.
• Strong problem-solving skills.
• Ability to prioritize tasks and follow through to completion in a timely manner.
• Comfortable using electronic medical records systems (preferably AdvancedMD), email, scheduling platforms, and general office software.
• Minimum high school diploma or equivalent required.
• Spanish-speaking ability is a plus

Benefits

• Competitive pay
• Paid time off
• 401(k)

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• Paid time off

Work Location: In person