Administrative Assistant - Behavioral Health

Job Title:    Administrative Assistant - Behavioral Health 

Salary:         $22- $24 per hour

Location:   Tustin, CA

Openings:  1

Position Purpose: The Behavioral Health Back Office Assistant is responsible for performing a variety of clerical functions to ensure an efficient operation of the office and to enhance patient experience. This role is responsible for patient check-in, patient check-out, insurance eligibility, referrals, and other related back office duties.

Core Duties and responsibilities, include but are not limited to:

• Manage internal and external referrals and ensure timely response and connection to services


• Assist in the management of the behavioral health waitlist by outreaching to patients, scheduling intakes as appropriate, and providing weekly updates to manager


• Support the eligibility specialist by gathering updated patient demographic information and by collecting and verifying patient insurance


• Assist in determining patient copays and collecting copays


• Assist with coordination of transportation for patients


• Carry out administrative duties such as scheduling appointments, confirming appointments, and coordinating resource referrals


• Provide administrative support to psychiatrist, including scheduling follow-up appointments and providing referrals to patients


• Confirm all behavioral health appointments and follow up with missed appointments, no shows, and cancellations


• Assist with overseeing provider schedules to ensure maximum productivity


• Secure patient information and maintain patient confidentiality by completing and safeguarding medical records and other patient health information


• Maintain safe, secure, and healthy work environment by following agency standards and procedures and by complying with legal regulations


• Represent the organization in a professional manner


• Perform other related duties, as assigned

This job description in no way states or implies that these are the only duties to be performed by the employee. He or she will be required to follow any other instructions and to perform other duties, within scope, as assigned by his or her supervisor.

Education, Qualifications, and Experience:

• Understanding of clerical and back office administrative procedures


• Basic knowledge of medical insurance plans (i.e. Medi-Cal, Medi-Care, and commercial plans)


• Excellent written and verbal communication skills


• Excellent organizational and time management skills


• Critical thinking and ability to problem solve


• Basic conflict resolution skills


• Excellent customer service skills


• Proficient in Microsoft Office, Teams, Excel or similar software


• Bilingual English/Spanish required


• High school diploma or equivalent required

• Associate’s degree or vocational school training preferred


• 3 years’ experience in medical office setting


• Experience working in community mental health clinic preferred

Work Schedule:

• FTOC is an in-person organization first, and foremost. Employees are expected to be on-site for their scheduled shifts.


• Hours of operation are Monday to Friday 9:00 AM - 6:00 PM.


• We follow an alternating schedule, with team members working either: Monday, Wednesday, and Friday from 8:30 AM to 5:30 PM, or Tuesday and Thursday from 8:30 AM to 5:30 PM.


• Holidays and weekends may be required depending on an employee’s department due to organizational, staffing, community, and patient needs as FTOC continues to grow and expand work days and hours.


• Overtime may also occur due to organizational, staffing, community, and patient needs.

Families Together of Orange County (FTOC) is proud to be an equal opportunity employer.  FTOC does not discriminate based on race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state or federal laws.