Front Office Administration

Job Overview: The Front Office Admin position is responsible for managing patient scheduling, acting as a liaison between patients and providers, performing various administrative tasks to support operations. You may also be cross trained as an Interventional Psychiatry Technician to support our growing clinical needs during . This would only be for coevrage issues. Key Responsibilities: Manage patient scheduling, optimize appointment availability, and ensure a smooth intake process Serve as the primary communication point between patients and providers, ensuring timely and clear responses Handle administrative tasks related to patient records, documents, forms and other communications Maintain a clean and organized office environment Effectively prioritize and manage multiple tasks based on urgency Work with electronic health records (EHR) to manage patient data De-escalate patient conflicts and handle difficult situations with professionalism Perform general office duties such as copying, filing, faxing, sorting mail, greeting visitors, and maintaining the office’s cleanliness Ensure patient confidentiality in compliance with HIPAA guidelines Cross-train to support specialized treatments, including Transcranial Magnetic Stimulation (TMS) and Spravato (training provided) On occasion, administer and monitor Transcranial Magnetic Stimulation (TMS) treatments to patients (training provided) On occasion, monitor patients undertaking Spravato (Esketamine) treatment during administration and post-administration Work with staff and insurance companies as needed to finalize patient paperwork, including Prior Authorizations, prior to treatment Manage administrative tasks related to treatment (e.g., scheduling, entering authorizations, etc.) Respond to incoming patient inquiries related to interventional psychiatry Build relationships with patients during their treatment sessions Coordinate patient care with their in-house treatment team On occasion, reach out to potential referral sources (therapists, physicians, etc) in the local community to promote our medication management, therapy, TMS, and Esketamine treatment availability Required Skills: Strong critical thinking and problem-solving abilities Exceptional attention to detail and accuracy in all tasks Excellent organizational and multitasking skills Ability to manage stressful situations calmly and professionally Ability to recognize and appropriately *** Proficiency with Google Chrome, MS Word, MS Excel, and typing Basic Life Support Certification preferred One year of related previous work experience in a psychiatric setting is preferred Ability to effectively and fluently speak, read, and write English Excellent customer service skills and ability to communicate in a courteous, pleasant and professional manner Organizational skills to set priorities and efficiently complete assigned work Ability to accurately interpret and utilize basic medical terminology and abbreviations Ability to work independently and to make decisions based on department polices and established procedures Characteristics of an ideal candidate: Medical assistant experienceof at least 1 year preferred Experience administering TMS and/or Spravato to patients preferred Displays a \"patient first\" mentality Self-starter and self-manager Exemplifies strong work ethic and operates with highest level of integrity in and outside of the office Interacts professionally and courteously with all patients, staff, and doctors Detail oriented Excels at multi-tasking and managing priorities with conflicting demands Qualifications: Degree preferred, but not required At least two years of medical reception & administrative medical experience is ideal Comfortable using technology, including troubleshooting issues with Google Chrome, MS Office, and typing, with a strong understanding of computer systems and software Driver’s license and reliable transportation for occasional coverage of our other office. Ability to be based out of Peabody, MA. Pay & Benefits: Competitive Hourly Pay 401(k) 401(k) matching Dental insurance M-F schedule Health insurance Excellent Paid time off & Paid Sick Time Vision insurance Work setting: In-person Outpatient Private practice Ability to commute: Daily onsite Travel to Peabody, MA . #J-18808-Ljbffr Aster Mental Health