Administrative Assistant

Hopehealcc; Georgetown Charter Township, Northern (MI, KY); Hybrid; USD 21,000 - 29,000; Part time

Job summary

Hope & Healing Counseling in Jenison, Michigan, seeks a part-time Administrative Assistant to serve as a friendly first point of contact for clients, manage appointment scheduling, intake, billing support, and HIPAA-compliant records.

The ideal candidate is reliable, organized, detail-oriented, able to learn new systems, and comfortable communicating professionally with clients by phone and email. Experience in medical or behavioral health settings is a plus.

Qualifications

• This role is ideal for someone who is reliable, organized, and able to manage multiple tasks.
• Excellent written and verbal communication skills are essential.
• Experience with medical/behavioral health settings is a plus but not required.

Responsibilities

• Answering incoming phone calls and responding to general client inquiries
• Returning voicemail messages in a timely and professional manner
• Scheduling, rescheduling, and canceling client appointments
• Assisting new clients with the intake and scheduling process
• Sending and monitoring new-client paperwork and other required documentation
• Maintaining HIPAA-compliant handling of protected health information
• Preparing forms and routine administrative documents
• Assisting with referrals and requests for records
• Monitoring administrative email, fax, and other communications
• Scanning, filing, and maintaining electronic records
• Supporting billing operations and basic billing follow-up
• Collecting or documenting client payments when appropriate
• Communicating with clinicians regarding scheduling and administrative needs

Skills

Reliability

Organizational skills

Time-management

Professional communication

Data entry

Telephone etiquette

Teamwork

Adaptability

Tools

Microsoft Office

Electronic health records (EHR)

Job description

Hope & Healing Counseling
Location: Jenison, Michigan
Schedule: Approximately 10–15 hours per week
Position Type: Part-Time Employee

This position is ideal for someone who enjoys working with people, can manage multiple priorities, communicates professionally, and takes initiative when something needs attention. The Administrative Assistant is often one of the first points of contact for our clients and plays an important role in creating a welcoming, professional, and efficient experience.

Because we work with confidential health information, discretion, professionalism, and attention to detail are essential.

Primary Responsibilities

Answering incoming phone calls and responding to general client inquiries

Returning voicemail messages in a timely and professional manner

Scheduling, rescheduling, and canceling client appointments

Assisting new clients with the intake and scheduling process

Sending and monitoring new-client paperwork, consent forms, and other required documentation

Ensuring client demographic and insurance information is complete and accurate

Uploading, organizing, and maintaining documents within the electronic health record

Assisting with insurance verification and basic insurance-related questions

Supporting billing operations, including identifying outstanding information, reviewing account issues, and assisting with basic billing follow-up

Collecting or documenting client payments when appropriate

Communicating with clinicians regarding scheduling, client paperwork, and administrative needs

Monitoring administrative email, fax, and other incoming communications

Scanning, filing, and maintaining electronic records

Preparing forms, letters, and routine administrative documents

Assisting with referrals and requests for records

Maintaining HIPAA-compliant handling of all protected health information

Helping maintain an organized and professional front-office environment

Assisting practice management with special projects and other administrative duties as needed

Qualifications

The ideal candidate will:

Be highly reliable, dependable, and consistent

Have excellent organizational and time-management skills

Be comfortable learning new systems and procedures

Be able to learn quickly and retain detailed information

Communicate professionally and compassionately with clients

Have strong written and verbal communication skills

Be comfortable speaking with clients by telephone

Have good computer and data-entry skills

Be able to manage multiple tasks without losing attention to detail

Demonstrate good judgment and maintain appropriate professional boundaries

Understand the importance of confidentiality

Be able to work independently while also functioning as part of a team

Experience in a medical, behavioral health, counseling, billing, or healthcare office is preferred but not required for the right candidate.

Additional Expectations

Our administrative team is an important part of the client experience at Hope & Healing Counseling. We are looking for someone who is warm and helpful while also being efficient, accountable, and professional.

The successful candidate should be comfortable working in a growing practice where priorities may occasionally change and new procedures or responsibilities may be introduced as the organization expands.

About Hope & Healing Counseling

Hope & Healing Counseling is a growing outpatient mental health practice serving individuals and families throughout West Michigan. Our team provides compassionate, evidence-based mental health services in an environment focused on helping clients feel empowered, present, and resolved.

We value professionalism, teamwork, compassion, accountability, and providing an excellent experience for both our clients and clinicians.

Equal opportunity

Hope & Healing Counseling is an equal opportunity employer. We hire without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status — and we mean it structurally, not decoratively. If you need an accommodation at any point in this process, tell us and we will arrange it.