Administrative Assistant Job Description
Position Overview: The Administrative Assistant will provide administrative support to the Clinical Director and clinical staff of Out of the Box, Counseling, Coaching, and Consulting. Administrative support services include all clerical duties, verify insurance, answering and returning calls, taking messages, updating the waitlist roster, and following up with potential clients, scheduling appointments, routing/forwarding calls to the appropriate clinician, interacting with clients, and answering all questions as necessary, checking and responding to emails, contacting insurance companies, assisting with insurance credentialing, managing volunteers, and any other duties as we see fit. We are currently looking for an administrative assistant who works with various demographic populations, who are anti-racist, anti-discriminatory, social justice-minded, LGBTQ alley, and ready to be a part of a dynamic, fun, and collaborative team. If you want to be part of a work family, apply!
About Out of the Box, Counseling, Coaching, and Consulting: Out of the Box, Counseling, Coaching, and Consulting is a division of ToGetHer Empowered, Inc, a not-for-profit 501c3 organization. Here at Out of the Box, Counseling, Coaching, and Consulting, we believe in creating the best atmosphere for our clients and employees and giving back to our community. Our mission is to help members of our communities reconnect with the things that are truly important and thrive, both in their own lives and in their relationships. Out of the Box takes a global approach to counseling, coaching, and consulting. We strive to step out of the box of traditional or ordinary to provide a unique and optimized experience tailored to the individual needs of each client. Our vision is to eliminate mental health stigma by creating awareness of an appreciation for, and acceptance of mental health self-care. We are a fun, dynamic, and collaborative team that values working collaboratively and helping improve the health and wellness of our communities.
Our Values: Out of the Box, Counseling, Coaching, and Consulting lives by values that guide who we are as a team and how we present to our communities. We hire staff who bring these values to life.
Creating strong relationships: Building strong, meaningful relationships is a basic need for all of us. We value building relationships within our community and helping our clients do the same. It’s also a hallmark of our business to promote strong, lasting bonds within our team and to work collaboratively both in the office and out in the community.
Serving the community: Part of our mission is to contribute to promoting wellness within the community through community involvement, speaking engagements, and financial contributions. It is our goal to reach more people and provide psychoeducational services to students, teachers + administration, and businesses through regular outreach in the community.
Invest in quality: We’re committed to providing the best atmosphere for our clients and our team. Our commitment is seen in our beautiful workspace for our employees and comforting space for our clients and in offering the extra touches like coffee + tea stations, fun music, a collaborative environment for our team, and wrap-around services for our clients. We promote continued education for our clinicians through quarterly training in evidence-based practices so clients can feel safe knowing their therapist is always growing in their skills.
Promoting inclusion: We promote hiring clinicians of varying backgrounds, beliefs, and specialties to better serve the diverse and unique experience of our clients. It’s also important that our office promotes a foundation of diversity, equity, and inclusivity in its culture and practice.
Reports to: Bertrina Olivia West Al-Mahdi, Ph.D., Clinical Director
Requirements:
- Must be computer literate on Microsoft Office, Excel, Access, and Windows applications.
- Must have excellent human relations skills, having dealt with a variety of customers and employees
- Must work well under pressure and act as a problem solver and team player
- Must understand and be willing to adhere to all team member policies, procedures, and processes included in the Team Handbook and the Patient’s Right Handbook.
- Must have full insurance coverage on the vehicle used to work.
- Strong preferences to the candidate, who is able to write, read, speak and comprehend English and Spanish.
- Submission to a fingerprint criminal background checks whose results allow employment with the organization.
- Submission to a pre-employment drug screen
Duties/Responsibilities:
- Make initial contact with clients and register new clients.
- Answer inbound calls, schedule appointments, and check voicemails.
- Check insurance, verify co-pays, deductibles, and coinsurance, send superbills.
- Log and upload pertinent client documents received from external outlets into the electronic medical records.
- Document any important information being communicated to clients over the phone or in person.
- Check client’s electronic record and complete any necessary documentation or pending appointments to be scheduled.
- Maintain communication between clients, clinicians, and supervisors.
- Provide a variety of routine clerical functions.
- Works in a fast-paced environment that requires multi-tasking, excellent customer service & interpersonal skills to greet clients & visitors promptly and courteously.
- Answers and screens telephone calls in a professional and courteous manner.
- Determines caller's needs. Provides clear and correct information to the caller about routine processes.
- Refers other calls to the appropriate staff.
- Alerts other staff if the call is of an emergency nature.
- Update and maintain all appropriate client tracking and waitlist forms.
- Takes clear, accurate, and complete telephone messages and routes them to appropriate staff.
- Greets consumers and other visitors promptly and courteously.
- Determines their needs, responds to their routine questions, and secures any necessary information.
- Directs them to correct locations.
- Schedules and re-schedules appointments for clinical staff after determining the type of appointment needed.
- Speaks to consumers regarding charges and verifies any insurance and other information.
- Works out payment arrangements as needed.
- Collects fees from consumers.
- Makes changes and records transactions correctly.
- Proofreads and edits documents for content, context, accuracy, and consistency.
- Utilizes a variety of software to produce documents, spreadsheets, presentations, and etc.
- Manages databases and reports.
- Maintains filing and record-keeping systems.
- Balances receipts and money received daily.
- Retrieves, screens and distributes incoming mail.
- Prepares and sends outgoing documents, FAX’s, e-mails, and other materials, according to established procedures and confidentiality regulations.
- Reviews paper documents for completeness and legibility and copies and distributes them, as assigned.
- Assists with routine maintenance of copier (paper jams, toner replacement, paper supplies).
- Classifies, sorts, transfers and/or files records and other materials using standard procedures.
- Maintains confidentiality of record information.
- Secures appropriate releases of information, as needed.
- Accurately enters routine data into computer forms.
- Reviews and corrects data that appears inconsistent or erroneous.
- Attend mandatory staff meetings and training as directed by Out of the Box, Counseling, Coaching, and Consulting.
- Conduct and regulate administrative services in a professional manner so as to maintain and increase the goodwill and reputation of Out of the Box, Counseling, Coaching, and Consulting. Be respectful of and cooperative and collaborative with co-workers.
- Passion for working with others (being collaborative) and helping our team members grow and learn.
- Other duties as may be assigned.
Qualifications and Skills:
- Align with Out of the Box, Counseling, Coaching, and Consulting mission, vision, and values.
- Must be punctual in reporting to work.
- High school diploma or GED AND Two years of general office or administrative experience.
- Requires long periods of sitting/standing.
- Must be able to respond quickly to sounds.
- Candidates for selection must pass a criminal background check (including fingerprinting).
- Must pass a pre-employment drug screen and be subject to random drug screens.
- Any combination of training and experience, which would have enabled the applicant to acquire the necessary knowledge, skills, and abilities.
- Be organized and detail-oriented.
- Be a team player.
- Be able to work independently on tasks assigned.
- Have strong written and verbal communication skills and strong interpersonal skills.
- Prior experience in a private practice setting is highly preferred.
Preferred Qualifications:
- Minimum 1-year experience working in a medical/mental health setting
- High school diploma
- Outgoing, engaging, and personable communication skills
- Experience working with insurance and billing
- Experience using Carelogic or other electronic record systems
- Excellent computer skills including familiarity with Microsoft Word, Excel, and Medical Terminology are essential
- Highly organized and detail-oriented
This position is not right for you if you’re:
- Someone just looking for a job to clock in and out of.
- Someone who doesn’t feel passion for our mission, vision, and values.
- Someone who’s not a team player or prefers not to work collaboratively.
- Someone who wants to own their own business in the near future. If that’s you, awesome! But we’re not the place for you. We dedicate a lot of time to our teams and provide the flexibility, autonomy, and space to allow each member of our team to get creative in their role. The ideal person is invested in time and energy in Out of the Box, Counseling, Coaching, and Consulting.
- Someone who doesn’t like to hop in and help others get their work done - we highly value teamwork.
This position is perfect for you if you’re:
- Aligned with Out of the Box, Counseling, Coaching, and Consulting mission, vision, and values.
- Energized by helping others in a team and contributing to the growth of Out of the Box, Counseling, Coaching, and Consulting.
- Social justice-oriented, LGBTQ aligned, and practice anti-racism work.
- Creative, engaged in doing good work, and excited by furthering our mission to making wellness a down-to-earth practice.
- Able to take direct and constructive feedback and run with it.
Job Types: Full-time, Contract
Pay: $20.00 per hour
Expected hours: 25 – 40 per week
Benefits:
- Retirement plan
- Tuition reimbursement
Healthcare setting:
- Outpatient
- Private practice
- Telehealth
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- No weekends
People with a criminal record are encouraged to apply
Education:
- High school or equivalent (Required)
Experience:
- Administrative support: 1 year (Preferred)
Ability to Relocate:
- Berkeley Lake, GA 30071: Relocate before starting work (Required)
Work Location: In person