Administrative Assistant

HEARTSHARE HUMAN SERVICES OF NEW YORK•New York, NY

10h•$20 - $20•Onsite

About The Position

The Administrative Assistant – Front Desk reports to the Client Operations Manager and plays a key role in ensuring smooth clinic operations and excellent customer service. This position supports both mental health and medical services by providing administrative, clerical, and patient-facing support. The Administrative Assistant greets patients, manages front desk operations, and ensures that all check-in, check-out, and scheduling processes are completed accurately and efficiently.

Requirements

High school diploma or GED required
Bilingual in Spanish, Creole, or Russian required.
Minimum of 2 years’ administrative or office support experience in a healthcare, mental health, or medical clinic.
Familiarity with medical and behavioral health terminology; knowledge of OMH and DOH protocols strongly preferred.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to use EHR systems.
Strong interpersonal, customer service, and problem-solving skills.
Excellent verbal and written communication.
Strong organizational skills with the ability to prioritize tasks in a fast-paced clinic.
Ability to handle sensitive and confidential information with discretion.
Reliable, detail-oriented, and able to multitask effectively.
Team player with the ability to work independently when necessary.

Responsibilities

Greet patients and visitors in a welcoming and professional manner.
Answer clinic phones promptly and direct calls or messages appropriately.
Maintain confidentiality of patient information at all times.
Collect and verify patient demographic and insurance information at each appointment
Ensure all necessary forms (including HIPAA, consent, and intake forms) are completed and updated as needed.
Confirm services rendered and complete check-out procedures, including collection of co-pays or outstanding balances.
Update the electronic health record (EHR) with accurate information at every visit.
Schedule, reschedule, and cancel patient appointments for Clinicians, psychiatrists, psychiatric nurse practitioners, medical providers.
Perform daily appointment confirmation by phone, text, or email.
Contact patients to reschedule no-shows or canceled appointments promptly to maintain continuity of care.
Monitor provider schedules to ensure coverage and meet productivity targets.
Complete daily insurance verification using reports generated from the EHR.
Flag discrepancies and communicate promptly with Client’s Operation Manager or Billing Coordinator.
Assist patients with insurance questions or direct them to the appropriate staff.
Report all crisis situations or incidents according to clinic and OMH/DOH protocols within required timeframes.
Participate in staff meetings, administrative supervision, and team discussions as required.
Provide coverage and support for other administrative staff to ensure uninterrupted clinic operations.
Follow updated workflows and procedures as directed by supervisor or clinic leadership.
Position based in Brooklyn; must work onsite.
Evening or weekend coverage required.

Benefits

Rewarding Work in a team environment.
Paid vacation, sick, personal days, and holidays.
403(B) retirement plans with employer contribution.
Health, dental, vision and life insurance.
Employee Assistance Program (EAP).
Flexible spending account (Dependent Care, Medical, Parking, and Transit).
Employee Appreciation Programs and Events.
Tuition Assistance Program.
Professional Development opportunities.
Wellhub Discount
Verizon Wireless Discount.
BJs Membership discount.
Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more