Office Administrator / Admissions Coordinator

Atlantic Health Strategies•Brookfield, WI

9d•$39,500 - $47,000•Onsite

About The Position

The Office Administrator serves as the first point of contact for clients, families, and referral sources, and provides the administrative backbone that allows the clinical team to focus on treatment. This on-site role covers front desk operations, attendance tracking, admissions support, scheduling, and day-to-day office coordination for the PHP/IOP program.

Requirements

High school diploma or equivalent.
Prior experience in a front desk, admissions, or administrative support role, preferably in a healthcare or behavioral health setting.
Working knowledge of HIPAA confidentiality standards and comfort handling sensitive client information.
Strong organizational skills with the ability to multitask in a fast-paced treatment environment.
Proficiency with electronic medical record (EMR) systems or willingness to learn quickly.
Excellent verbal and written communication skills.
Dependable, punctual, and detail-oriented.
Full-time, on-site availability in Brookfield, Wisconsin.

Nice To Haves

Associate degree in business, healthcare administration, or a related field is a plus.
Experience in an outpatient mental health or substance use treatment program.
Familiarity with insurance verification and intake documentation processes.
Bilingual candidates are encouraged to apply.

Responsibilities

Greet clients and visitors, answer phones, and maintain a secure, welcoming reception area in accordance with HIPAA confidentiality standards.
Check clients in and out, take daily attendance for all sessions, and immediately notify clinical staff of absences or late arrivals.
Conduct initial phone screenings, collect demographic and insurance information, complete intake paperwork, and enter admissions data into the EMR.
Schedule and coordinate appointments, including psychiatric evaluations, therapy sessions, and rescheduling, to keep provider calendars running efficiently.
Arrange and confirm client transportation, troubleshooting delays as they arise.
Support clients with paperwork, orientation, and general questions about the program.
Open and close the office daily, keep shared spaces stocked and presentable, and flag supply needs to leadership.
Assist with medical records requests, daily census and admission reports, and other administrative projects as assigned.