Overview
We are seeking a dynamic and organized Receptionist/Administrative Assistant to join our team! This vital role combines front desk responsibilities with administrative support, ensuring smooth daily operations and exceptional customer service. As the first point of contact, you will create a welcoming environment for visitors and clients while managing essential office tasks with efficiency and professionalism. If you possess excellent organizational skills, and enjoy supporting a team, this opportunity is perfect for you! This paid position offers a chance to develop your office management skills and gain valuable experience across various administrative functions.
Duties
Client Contact & Community Engagement Responsibilities
- Answer phone calls promptly
- Return voice messages that have been left
- Return emails regarding new referrals
- Determine if a new referrals are a good fit for our practice and respond accordingly
- Educate clients of our practitioners clinical backgrounds and subspecialties to recommend a good therapeutic fit
- Act as liaison between biller and clients
- Send Monthly Invoices to Clients with outstanding balances (15th of each month)
- Contact clients who’ve had insurance changes for updated info
- Contact clients who have a credit card on file that is due to expire for updated card info
- Attend Bi-Weekly Team Meeting, Hampden County Perinatal Coalition and Hampshire County Perinatal Coalition & other community meetings as needed
Data Entry Responsibilities
- Intake new clients into Theranest
- Gather and input information into TheraNest
- Add client details
- Insurance information for billing purposes
- Credit Card information and consent
- Assign Staff to New Client in TheraNest
- Send Portal Invitation and Intake Paperwork to review and sign before first session
- Schedule Intake Assessments & follow up appointments with Clinicians
- Add to and maintain Community Resource Document
Office Organization
- Track schedule and availability for clinicians and psychiatric nurse practitioner
- Add and Remove potential clients to our waiting list (when applicable)
- Send faxes as needed
- Update TheraNest calendar when a clients cancels or reschedules
Billing Responsibilities
- Communicate with Biller regarding billing and insurance changes/charges/credit card
- Respond and complete Biller’s requests
- Send monthly invoices to clients with outstanding balances on the 15th of each month
- Create and send no/show, late cancellation invoices
- Support calendar management by scheduling appointments and meetings
- Proven experience in office administration or reception roles with strong clerical skills
- Proficiency in computer literacy including Google Workspace tools
- Excellent organizational skills with the ability to prioritize tasks effectively
- Strong phone etiquette skills with experience managing multi-line phone systems
- Demonstrated ability to handle confidential/ HIPAA information discreetly and professionally
- Personal assistant or medical/dental receptionist experience is greatly encouraged
Join us to be part of a team dedicated to delivering outstanding support while advancing your career in office management!
Pay: $19.00 - $24.00 per hour
Expected hours: 25.0 per week
Benefits:
Work Location: Remote
