Receptionist, Outpatient Mental Health

Receptionist Position

The Receptionist serves as the first point of contact for patients, families, and visitors in a busy outpatient mental health clinic. This role is responsible for managing front desk operations, providing excellent customer service, supporting administrative processes, and ensuring a smooth patient experience. The Receptionist will also be cross-trained to assist with the treatment and patient flow for TMS (Transcranial Magnetic Stimulation) and Spravato (esketamine) therapy services, providing vital support to clinical staff. Evening availability is required for this position.

Responsibilities:

Front Office & Administrative Duties

• Answer all incoming calls and check voicemails and emails for clinic
• Assist in scheduling/rescheduling patient appointments
• Greet and assist visitors and patients upon arrival, ensuring a welcoming and professional environment
• Maintain patient confidentiality and uphold HIPAA regulations at all times
• Follow office workflow procedures to ensure maximum efficiency and accuracy in daily operations
• Coordinate daily administrative activities, including patient check-in, check-out, and medical record maintenance
• Collection of all patient payments and account balances
• Maintain organized and effective filing systems for patient and administrative records
• Monitor and maintain office supplies and cleanliness; ensure common areas (coffee, tea, water, etc.) are clean and well-stocked

Clinical Support

• Obtain and record patient medical histories, test results, and other pertinent information in the EHR system (Tebra)
• Prepare and maintain treatment rooms to ensure cleanliness, readiness, and proper supply levels
• Assist mental health providers with basic clinical tasks such as obtaining assessments, taking vital signs, conducting point-of-care testing (urine drug screens, pregnancy tests), and documenting results
• Provide compassionate support and attention to patients and families throughout their visit

TMS & Spravato Support (Cross-Training Component)

• Receive training to assist with patient preparation, scheduling, and monitoring for TMS and Spravato treatments
• Support clinical staff during treatments by ensuring appropriate patient flow, room setup, and documentation
• Educate patients on office procedures related to these services and provide comfort and reassurance during their visits
• Ensure compliance with all manufacturer and FDA treatment monitoring requirements (e.g., observation periods for Spravato)

Qualifications:

• High School Diploma required; Medical Assistant Certification a plus
• Prior experience in a medical, specifically behavioral health setting, highly preferred
• Proficient in Google Suites (Docs, Sheets, Calendar)
• Familiarity with Electronic Health Record (EHR) systems preferred but not required, Tebra experience is a plus
• Strong interpersonal, organizational, and communication skills
• Compassionate, patient-focused, and able to maintain professionalism in a fast-paced environment
• Evening availability required; coverage flexibility may be requested
• Detail-oriented with strong multitasking and problem-solving abilities
• Valid CPR/AED certification or ability to obtain during training period
• Ability to operate Brainsway TMS system and pass certification (training and certification provided during initial period of employment)

Physical Demands:

• Ability to lift, push, and pull a minimum of 20 lbs - moving and assisting patients and equipment will be required
• Ability to sit or stand for extended periods during shift