Front Office Administration

Aster Mental Health•Boston, MA

9d•Onsite

About The Position

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 coverage for sick or vacation days.

Requirements

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 escalate patient matters
Proficiency with Google Chrome, MS Word, MS Excel, and typing
Ability to effectively and fluently speak, read, and write English
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
Driver’s license and reliable transportation for occasional coverage of our other office.
Ability to be based out of Boston/Braintree MA area.

Nice To Haves

Medical assistant experience of 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
Basic Life Support Certification preferred
One year of related previous work experience in a psychiatric setting is preferred

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