Admin Assistant

Embrace Pathways LLC

Malden (MA)

On-site

USD 40,000 - 55,000

Full time

14 days+

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Benefits offered by this job

401(k) Retirement Plan

Health insurance

Vision insurance

Dental insurance

Life insurance

Flexible schedule

Mileage reimbursement

Paid time off

Job summary

Embrace Pathways LLC in Massachusetts is seeking an Administrative Assistant to support clinicians and deliver exceptional client service in a mental health setting. The role focuses on patient services, scheduling, and backend operations, with an emphasis on HIPAA compliance, confidentiality, and organized record-keeping to ensure smooth clinic workflow.

You'll handle calls, greet clients, manage intake forms, and coordinate with clinicians to maintain efficient daily schedules, all while

Qualifications

Excellent communication and interpersonal skills with clients and staff.
Proficient in Microsoft Office Suite and Google Docs; comfortable with EMR systems.
Respect patient confidentiality and HIPAA compliance at all times.
Strong organizational and multitasking abilities for handling multiple tasks.

Responsibilities

Monitor waiting area and greet clients; maintain welcoming environment.
Respond to client help requests via app; provide in-person or admin support.
Manage appointments: cancellations, rescheduling, and daily scheduling with clinicians.
Answer calls, route inquiries, and handle voicemail communications.
Process mail and outgoing correspondence; maintain office supplies.
Complete intake forms, insurance docs, and clinic records accurately.
Maintain filing systems (physical and electronic) per HIPAA requirements.
Enter data and maintain patient records in the EHR system; support clinical team as needed.

Skills

Communication skills

Computer skills

Confidentiality

Problem-solving

Organizational skills

Multitasking

Cultural sensitivity

Tools

Microsoft Office

Google Docs

EMR systems

Scheduling software

Job description

Join our growing mental health team at Embrace Pathways and make a meaningful impact in the lives of individuals and families. We are seeking a compassionate, organized, and customer-focused Administrative Assistant to support our clinicians and provide exceptional service to our clients.

KEY RESPONSIBILITIES

Patient Services

Monitor the waiting area and ensure a safe, welcoming environment for all clients and visitors.
Monitor and promptly respond to help request notifications submitted by clients through the clinic's app, providing appropriate in-person or administrative assistance as needed.
Respond to patient inquiries with sensitivity and professionalism, consistent with the clinic's commitment to mental health support.

Scheduling & Coordination

Handle appointment cancellations and rescheduling in a timely and organized manner.
Coordinate with clinical staff to optimize daily schedules and minimize patient wait times.

Administrative Operations

Answer incoming phone calls, route inquiries appropriately, and manage voicemail communications.
Collect, sort, and distribute incoming mail; prepare and send outgoing correspondence as needed.
Order, track, and maintain adequate office supply inventory to ensure uninterrupted clinic operations.
Complete administrative paperwork accurately, including patient intake forms, insurance documentation, and other clinic records.
Maintain organized filing systems for both physical and electronic records in compliance with HIPAA requirements.
Utilize office software including Microsoft Office Suite and Google Docs to prepare documents, spreadsheets, and correspondence.
Perform data entry and maintain up-to-date patient records in the electronic health record (EHR) system.
Support the clinical team with general administrative tasks as assigned.

EXPERIENCE & COMPETENCY REQUIREMENTS

Experience requirements may vary depending on the clinic's needs. The following qualifications and competencies are generally beneficial for this role:

Communication Skills: Strong interpersonal and communication skills are essential.
Computer Skills: Proficiency in using office software, electronic medical record EMR systems, and scheduling software is typically required.
Confidentiality: A thorough understanding of the importance of patient confidentiality and strict compliance with HIPAA regulations is mandatory.
Problem-Solving: The ability to handle challenging situations - such as upset patients or scheduling conflicts - with patience and effective problem-solving skills.
Organizational Skills: Strong organizational skills to manage appointments, patient records, and administrative tasks efficiently.
Multitasking: The capacity to handle multiple tasks simultaneously, such as answering phones while managing administrative paperwork or responding to help request notifications.
Cultural Sensitivity: Awareness and sensitivity to cultural and diverse backgrounds to ensure equitable, respectful service to all patients.

SCHEDULE