Operations Assistant – Outpatient Clinic (Full-Time) | Pennsylvania

Harmony United Psychiatric Care • Pottstown, PA

25d

About The Position

Harmony United Psychiatric Care is hiring a full-time Operations Assistant for its outpatient clinic in Pottstown, Pennsylvania. The role provides day-to-day administrative support to help ensure smooth clinic operations, including assisting patients and visitors, managing appointment communications, maintaining records, and coordinating routine office needs. The position also supports billing, scheduling, and other administrative teams as needed, while ensuring patient information is handled confidentially and in accordance with HIPAA, applicable privacy regulations, company policies, and regulatory requirements.

The schedule is four 10-hour shifts per week, Monday through Thursday. Compensation includes a competitive base and may include productivity-based and performance-based bonuses, where applicable. Benefits include health, dental, and vision insurance, a 401(k) plan with company matching contributions of up to 4% of annual compensation subject to plan terms, paid time off, and paid holidays.

Requirements

• Associate degree (AA) or higher.
• At least two to three years of experience in administrative support, preferably in a healthcare or outpatient clinic setting.
• Strong verbal and written communication skills.
• Excellent organizational, multitasking, and time-management abilities.
• Proficiency in Microsoft Office and general computer applications.
• Ability to handle confidential information with discretion and professionalism.
• Strong customer service skills.
• Ability to work independently as well as part of a team.

Nice To Haves

• Bachelor's degree preferred.

Responsibilities

• Provide day-to-day administrative support to ensure smooth clinic operations.
• Welcome patients and visitors, assist with check-in and check-out procedures, and direct them appropriately.
• Answer incoming calls, respond to routine inquiries, and make outbound calls to patients regarding appointments and follow-ups.
• Schedule appointments, send appointment reminders, and assist with patient communication.
• Maintain accurate patient records, files, forms, and other administrative documentation.
• Assist with data entry, document preparation, scanning, filing, and record management.
• Monitor office supplies, maintain inventory, and coordinate replenishment of required materials.
• Keep the reception area, waiting rooms, and office spaces clean, organized, and professional.
• Coordinate office equipment maintenance and communicate operational issues to the appropriate team.
• Support billing, scheduling, and other administrative teams with routine coordination tasks as required.
• Assist with preparing reports, maintaining trackers, and updating internal records.
• Handle patient information confidentially and in compliance with HIPAA and applicable privacy regulations.
• Follow company policies, procedures, and regulatory requirements.
• Perform other administrative duties as assigned by management.

Benefits

• Health, dental, and vision insurance.
• 401(k) retirement plan with company matching contributions of up to 4% of annual compensation, subject to plan terms.
• Paid time off (PTO).
• Paid holidays.
• Productivity-based bonus, where applicable.
• Performance-based bonus, where applicable.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree