Administrative Assistant-NTHE

Description

POSITION SUMMARY

The Administrative Assistant at the Professional Counseling Center serves as the first point of contact for clients and plays a critical role in ensuring a welcoming, organized, and efficient environment. This position provides a wide range of administrative support to both clinical and administrative staff, including client scheduling, record keeping, billing support, and coordination of front-office operations. The successful candidate will be highly organized, compassionate, and capable of handling confidential information in a fast-paced, client-centered environment.

EDUCATION REQUIREMENTS

• High school diploma or GED required; Associate’s degree in business administration, psychology, or healthcare management preferred.
• 2+ years of administrative experience in a healthcare, mental health, or human services setting.
• Strong working knowledge of Microsoft Office (Word, Excel, Outlook) and practice management/EHR software.
• Excellent verbal and written communication skills.
• Strong interpersonal skills with the ability to interact compassionately with individuals experiencing emotional distress.
• Ability to multitask, prioritize responsibilities, and remain calm under pressure.
• High degree of discretion and judgment in handling sensitive and confidential information.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED

• Proof of all required License(s) and Certification(s) is due at time of hire.

MINIMUM/PREFERRED QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

• Experience with insurance verification, claims, and mental health billing processes.
• Familiarity with HIPAA regulations and ethical standards in a counseling or behavioral health setting.

ESSENTIAL DUTIES AND JOB RESPONSIBILITES

The essential functions include, but are not limited to the following:

Client Services:

• Greet clients warmly in person and over the phone; foster a safe and supportive atmosphere.
• Manage the check-in/check-out process, collect copayments, and provide necessary documentation.
• Respond to client inquiries about services, appointments, and general clinic procedures with professionalism and empathy.
• Assist new clients with registration, intake paperwork, and orientation to the center’s services.

Scheduling and Calendar Management:

• Maintain clinician calendars and schedule/reschedule client appointments using electronic scheduling software.
• Send reminders and follow-ups via email, text, or phone to minimize no-shows and cancellations.
• Coordinate between clinicians to ensure efficient room use and coverage.

Administrative Support:

• Prepare and maintain accurate client files (both paper and electronic), ensuring all documentation is up to date and securely stored.
• Handle incoming and outgoing correspondence including mail, faxes, and emails.
• Provide administrative support for staff meetings, trainings, and clinical documentation.
• Assist in the onboarding process for new staff and clinicians (credentialing paperwork, orientation materials, etc.).

Billing and Insurance Coordination:

• Verify insurance benefits and eligibility for mental health services prior to appointments.
• Collect and post payments accurately, issue receipts, and balance daily transactions.
• Submit billing information to third-party billing systems or assist with in-house billing if applicable.
• Track claims, denials, and follow up as necessary with insurance companies or clients.

Office Management:

• Maintain a clean and organized front office, waiting room, and supply areas.
• Monitor office inventory and reorder supplies when needed.
• Ensure confidentiality and HIPAA compliance in all aspects of the job.
• Liaise with vendors, maintenance providers, and IT support when necessary.
• Perform other duties as assigned.