Administrative Assistant

Job Description

Job Description

Description: Administrative Assistant - Outpatient Services Chappaqua, NY

About the Position:

The Administrative Assistant for Outpatient Services serves as the operational and front-desk foundation of the outpatient site, creating a welcoming, organized, and professional environment for clients while providing administrative support to the clinical team. Depending on experience, this role may support increasingly complex operational, scheduling, billing, and administrative workflows while ensuring exceptional client service and efficient day-to-day operations. This position is responsible for managing front desk operations, appointment scheduling, client communications, urine toxicology (UTox) administration, insurance and billing processes, and other administrative functions that support quality client care and efficient site operations.

Schedule:

Monday, Tuesday, & Thursday: 1:00 pm - 9:00 pm

Wednesday: 12:30 pm - 8:00 pm

Friday: 8:00 am - 4:30 pm

Your Role:

• Greet each client entering and exiting the facility by ensuring appropriate check-in and check-out procedures are followed to maintain accurate client census and facility safety.
• Create a welcoming, organized, and professional front desk environment while providing exceptional customer service to clients and visitors.
• Ensure visitors complete all required documentation, including confidentiality agreements, upon entering the facility.
• Answer incoming phone calls using established scripts and protocols while maintaining strict adherence to HIPAA and confidentiality guidelines.
• Schedule, confirm, reschedule, and coordinate client appointments utilizing the electronic medical record (EMR) system and appropriate billing codes, as applicable.
• Prepare welcome materials, intake paperwork, release of information (ROI) forms, confidentiality documents, and other required materials for scheduled admissions and new clients.
• Conduct urine toxicology (UTox) collections in accordance with CLIA-waived testing procedures, ensuring specimens are accurately labeled, documented, and submitted while maintaining adequate testing supplies.
• Maintain the UTox schedule and ensure sufficient inventory of testing supplies and front desk materials, notifying leadership when reordering is needed.
• Collect client co-payments, process payment pages, document financial transactions, assist with insurance and billing processes, and ensure client accounts, invoices, and supporting financial documentation remain accurate and up to date.
• Assist with insurance verification, authorization documentation, and other billing-related administrative processes in accordance with departmental procedures.
• Review, create, and organize payment pages and invoices for services rendered at Mountainside.
• Assist with bookkeeping duties, as assigned.
• Process appointment reminders, client outreach, cancellations, rescheduling, waitlists, and no-show documentation in accordance with departmental procedures.
• Collaborate with clinical and administrative staff to coordinate scheduling, maintain accurate appointment statuses, and support efficient daily operations.
• Receive and document all deliveries, including MATS deliveries, in accordance with established SOPs.
• Sort and distribute incoming mail, notifying appropriate parties and forwarding mail to Canaan, as needed.
• Prepare materials for clinical programming, recovery support initiatives, community events, and team meetings.
• Take meeting minutes and provide administrative support for departmental meetings.
• Complete end-of-shift reports and maintain accurate administrative records.
• Assist with various clerical duties, database entry, reporting, and additional administrative projects as assigned.
• Provide backup scheduling and phone coverage for other administrative team members, as needed.
• Support intake documentation workflows and assist with operational reporting and administrative processes to ensure efficient site operations.

Qualifications:

Required:

• High School Diploma or equivalent.
• Previous customer service or administrative experience. Healthcare experience is preferred but not required.
• Proficient computer skills, including Microsoft Office Suite, Adobe Acrobat, electronic medical record (EMR) systems, scheduling platforms, and internet applications.
• Ability to work both independently and collaboratively within a multidisciplinary team.
• Strong organizational and time management skills with the ability to prioritize multiple responsibilities in a fast-paced environment.
• Excellent oral and written communication skills with a professional, client-centered approach.
• Strong attention to detail, problem-solving ability, follow-through, and initiative.
• Knowledge of HIPAA regulations and commitment to maintaining client confidentiality.
• Awareness and sensitivity to addiction, socioeconomic diversity, and strong cultural competency.
• Reliable, dependable, and able to maintain consistent attendance.

Preferred:

• Associate's or Bachelor's degree.
• Notary Public in New York.
• One or more years of administrative or medical office experience.
• Experience supporting insurance verification, client accounts, scheduling, and billing processes within a healthcare or outpatient setting.

Compensation:

The base rate of pay for this position is $20.00 to $28.00 per hour. Actual pay is determined based on a number of job-related factors including skills, education, training, credentials, experience, scope and complexity of role responsibilities, geographic location, performance, and working conditions.

Benefits:

• Comprehensive benefit package
• Paid Time Off (which increases after 1 year with Mountainside)
• Paid holidays including a Multicultural Holiday
• 401(k) with employer matching
• Monthly $75.00 wellness reimbursement. Our Wellness Reimbursement benefit is meant to encourage employees to engage in productive self-care to avoid burnout and compassion fatigue.

About Mountainside:

Mountainside Treatment Center is a dynamic, fast-paced and growing recovery facility that values innovation and an obsession with providing Best in Class service to our Clients. Founded in 1998, we are a leading behavioral healthcare provider dedicated to treating alcohol dependency and drug addiction. Accredited by The Joint Commission and CARF for its high standards of care, Mountainside seeks out passionate and talented individuals to join its staff. We believe that every employee, regardless of position, plays a vital role in our success.
Here at Mountainside Treatment Center, we strongly prefer all employees to be fully vaccinated for Covid-19 (including regularly scheduled boosters) and the Flu as recommended by the CDC.
Mountainside is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities. Requirements: