Admin Assistant

Embracepathways; Malden (MA); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

401(k) Retirement Plan

Health insurance

Vision insurance

Dental insurance

Life insurance

Job summary

Embrace Pathways in Massachusetts is seeking an Administrative Assistant to support clinicians and provide exceptional service to clients. You will manage patient inquiries, coordinate appointments, and handle administrative tasks across two clinic locations.

The role requires strong communication skills, HIPAA compliance, and proficiency with EMR systems and standard office software. A customer-focused, organized approach is essential for success.

Qualifications

• Strong interpersonal and communication skills.
• Proficiency with office software and scheduling tools.
• Strict confidentiality and HIPAA compliance.
• Ability to handle challenging situations with patience.
• Excellent organizational and multitasking abilities.

Responsibilities

• Monitor waiting area and provide a welcoming environment.
• Respond to patient inquiries with sensitivity and professionalism.
• Manage appointments, cancellations, and rescheduling.
• Handle calls, mail, and administrative correspondence.
• Maintain patient records in the EHR system and HIPAA-compliant filing.
• Support clinicians with general administrative tasks.

Skills

Communication skills

Office software

EMR systems

Scheduling software

Confidentiality (HIPAA)

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

• Monday through Friday, 12:00 PM - 8:00 PM
• Saturdays: 9:00 AM - 2:00 PM
• Shift types: Afternoon shift, Morning shift
• Rotating weekends required; additional weekends as needed

WORK LOCATIONS

This position requires the ability to commute to and work at both clinic locations:

• Peabody, MA 01960 (Required)
• Malden, MA 02148 (Required)

Benefits (Full time Employee):

• 401(k) Retirement Plan
• Health insurance
• Vision insurance
• Dental insurance
• Life insurance
• Flexible schedule (Offered to Part time)
• Mileage reimbursement (Offered to Part time)
• Paid time off (Offered to Part time)