Administrative Assistant (Front Desk)

RENAISSANCE BEHAVIORAL HEALTH•Cleveland, OH

7d•$18 - $23•Onsite

About The Position

The Administrative Assistant (Front Desk) is the first point of contact for clients, families, and visitors at Renaissance Behavioral Health. The position manages front desk operations, client check-in and scheduling, telephone and message triage, and administrative support to the clinical and executive teams. It maintains a welcoming, trauma-informed, and confidential environment appropriate to an outpatient behavioral health setting. The role includes greeting visitors, managing the waiting area, monitoring visitor access, scheduling appointments in the electronic health record system, and supporting client flow. It also provides administrative and medical-records support, processes mail, faxes, and records requests, maintains office supplies, and assists with front-end payments and revenue support. The position is office-based and requires regular on-site presence during business hours. Staff must maintain strict confidentiality in accordance with HIPAA and 42 CFR Part 2, complete required trainings, and follow RBH policies and applicable national and state standards.

Requirements

High school diploma or GED required.
At least one year of front desk, administrative, or customer service experience required.
Proficiency with standard office software and ability to learn the electronic health record system.
Ability to maintain strict confidentiality and professional boundaries in a behavioral health setting.
Warm, calm, and professional interpersonal presence, including when interacting with clients in distress.
Strong organizational skills, attention to detail, and accurate data entry.
Ability to manage multiple tasks with frequent interruptions.
Clear verbal and written communication.
Understanding of, or willingness to be trained in, HIPAA, 42 CFR Part 2, trauma-informed customer service, and de-escalation basics.

Nice To Haves

Associate degree or administrative/medical office coursework preferred.
Experience in a behavioral health setting strongly preferred.

Responsibilities

Greet and check in clients, families, and visitors professionally and courteously, while managing the waiting area with attention to client dignity and privacy.
Answer, triage, and route incoming calls; take accurate messages and relay them promptly to appropriate staff.
Monitor visitor access consistent with facility safety procedures and notify appropriate staff of safety concerns.
Schedule, confirm, reschedule, and cancel client appointments in the electronic health record system.
Conduct appointment reminder calls and document outreach attempts.
Notify clinical staff of client arrivals, late arrivals, and no-shows, and support no-show follow-up processes.
Collect and verify client demographic and insurance information at check-in; scan and upload documents to client records.
Support intake packet completion and distribute consent forms and required screenings as directed.
Process incoming and outgoing mail, faxes, and records requests in accordance with HIPAA and 42 CFR Part 2.
Maintain office supplies inventory and place orders as approved.
Provide clerical support to executive and clinical teams, including copying, filing, and document preparation.
Collect co-pays and client payments as applicable, issue receipts, and document transactions accurately.
Flag insurance eligibility or coverage questions to the billing department.
Maintain strict confidentiality of client information, complete required trainings, and comply with RBH policies and applicable standards.