Front Office Coordinator
About The Position
The Front Desk Office Assistant plays an important role in supporting the daily operations of our healthcare facility by providing exceptional customer service and completing essential administrative tasks. This position is responsible for patient scheduling, managing communications, and maintaining accurate patient records. By creating a welcoming and organized environment, our Front Desk Office Assistant helps ensure a positive patient experience and supports the overall mission of our healthcare services. Primary responsibilities include, but are not limited to: Managing schedules related to Spravato and/or TMS treatments. Obtaining prior authorizations for new patients Maintaining authorizations for active patients Assisting with patient care and medication ordering from various pharmacies. Maintaining compliance with REMS, DEA, Med log audits etc Auditing Spravato and/or TMS charts as needed Assisting with Spravato consults and/or TMS questions as needed Providing a safe and therapeutic environment for daily treatment sessions Office administrative tasks such as answering phones, maintaining office organization, managing leads, reporting statistical activity to center manager, collecting copays, and handling all medical records in compliance with HIPAA
Requirements
- High school diploma or equivalent.
- Experience in an administrative or customer service role, preferably in a healthcare setting.
- Strong organizational skills and attention to detail.
- Strong communication skills are essential for interacting with patients and staff in a professional and supportive manner.
- Organizational abilities are used daily to manage multiple tasks, such as scheduling and maintaining records.
- Familiarity with healthcare regulations and EHR systems supports compliance and efficient patient information management.
- Physically able to stand on feet for many hours at a time
Nice To Haves
- Experience with electronic health record (EHR) systems.
- Experience working in a medical office setting preferably in a mental health practice.
- Coursework or certification in medical office administration or a related field.
- Preferred experience in a healthcare setting further enhances understanding of patient needs and day-to-day operational processes, contributing to high-quality service delivery.
Responsibilities
- Assist with patient scheduling, including appointments, cancellations, and follow-ups.
- Handle incoming communications, such as phone calls and emails, directing inquiries to appropriate personnel.
- Maintain accurate patient records and ensure compliance with privacy regulations.
- Collaborate with other departments to support smooth operations and efficient patient flow.
- Managing schedules related to Spravato and/or TMS treatments.
- Obtaining prior authorizations for new patients
- Maintaining authorizations for active patients
- Assisting with patient care and medication ordering from various pharmacies.
- Maintaining compliance with REMS, DEA, Med log audits etc
- Auditing Spravato and/or TMS charts as needed
- Assisting with Spravato consults and/or TMS questions as needed
- Providing a safe and therapeutic environment for daily treatment sessions
- Office administrative tasks such as answering phones, maintaining office organization, managing leads, reporting statistical activity to center manager, collecting copays, and handling all medical records in compliance with HIPAA
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
