Administrative Assistant

Developmental and Educational Psychological Svcs; Scottsdale (AZ); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

401(k)

Paid Time Off

Inclusive culture

Job summary

DEPS in Scottsdale seeks an Administrative Assistant for the front desk of our Assessment clinic, supporting families and clinicians with intake, benefits verification, and HIPAA-compliant documentation. You will answer calls, schedule and confirm appointments, collect copays, and manage referrals, while keeping EMR records accurate and accessible for the care team.

Our clinic emphasizes a child-centered, collaborative culture where organized, friendly communication helps every family feel

Qualifications

• 1+ years of experience in a medical office, healthcare, or administrative setting.
• Strong communication and organizational skills.
• Friendly, professional demeanor with excellent customer service skills.
• Proficiency in EMR systems preferred.

Responsibilities

• Front Desk & Patient Support: Collect copayments and verify insurance information; answer calls and confirm appointments; complete VOBs.
• Intake & Documentation Management: Send intake packets, monitor completion within 48 hours; scan and upload documents; ensure HIPAA compliance.
• Scheduling & Calendar Support: Make and modify appointments; monitor online bookings; manage changes and provider schedules.
• Clinical & Office Support: Send and monitor rating scales; collect bariatric copayments; assist providers with admin needs.

Skills

Communication skills

Organizational skills

Customer service

Bilingual English/Spanish

Multitasking

Education

High school diploma or equivalent

Tools

EMR systems (Passage, Practice Q, Epic, Cerner, Meditech)

Job description

Description

Location: Scottsdale, Arizona (15720 N. Greenway Hayden Loop #2, Scottsdale, AZ 85260)

Schedule: Full-Time, Monday–Friday, Clinic hours are 7:45 AM – 5:15 PM

About Us

At Developmental and Educational Psychological Services (DEPS), we see every child’s potential—not just their diagnosis. Our team is passionate about play-based, family-centered care that empowers kids to learn, grow, and shine. Our mission is to partner with each family, tailoring treatment plans that reflect their values, interests, and goals.

At DEPS, we’re not just providing ABA assessment and therapy—we’re creating a space where children flourish, families feel supported, and clinicians thrive. Our child-led, naturalistic approach sets us apart and keeps our work deeply rewarding.

Why You’ll Love Working at DEPS

• Consistent weekday schedule, no weekends or evenings
• Growth opportunities with cross-discipline collaboration
• Fun, team-oriented culture (because we believe in enjoying the workday)
• Work closely with psychologists, psychological assistants, and a supportive administrative team across all DEPS locations

What You’ll Do

The Administrative Assistant serves as the face of our Assessment clinic, ensuring exceptional experiences for families and providers. This role works in close partnership with the clinical team to manage administrative duties including verification of benefits, answering phones, coordinating intake of families, and scanning and managing clinical documentation. As a primary point of contact for parents and staff, the Administrative Assistant sets the tone for professionalism, efficiency, and warmth within the clinic. Through strong communication, organization, and attention to detail, this individual helps support a structured and welcoming environment.

Front Desk & Patient Support

• Collect copayments and verify insurance information
• Answer incoming calls and check/respond to voicemails promptly
• Confirm appointments via phone, text, or portal
• Complete VOBs

Intake & Documentation Management

• Send intake packets to new families & monitor completion with required documentation within 48 hours
• Scan and upload documents into the EMR system
• Ensure compliance with HIPAA and other healthcare regulations
• Fax and eFax medical requests and reports
• Process referrals and send necessary reports to providers

Scheduling & Calendar Support

• Make and modify appointments as needed
• Monitor online bookings
• Assist with calendar management, including time off, rescheduling, and illness-related changes
• Communicate provider schedule changes clearly and proactively

Clinical & Office Support

• Send and monitor rating scales (including bariatric rating scales as applicable)
• Collect bariatric copayments as required
• Support providers with administrative needs to ensure smooth clinic operations

Requirements

What We’re Looking For

• 1+ years of experience in a medical office, healthcare, or administrative setting
• Strong communication and organizational skills
• Friendly, professional demeanor with excellent customer service skills
• High school diploma or equivalent
• Proficiency in EMR systems (e.g., Passage, Practice Q, Epic, Cerner, Meditech) preferred
• Ability to multitask in a fast-paced environment
• Knowledge of medical terminology preferred
• Bilingual (English/Spanish or other languages) a plus!

Benefits, Perks, & Growth

• 401(k) - to build your future while you build ours
• Paid Time Off (PTO) plus holidays – because rest fuels performance
• A workplace that values innovation, inclusion, and fun

Physical Demands

• Ability to sit, stand, and move throughout the day in a clinical office setting
• Manual dexterity to use standard office equipment, with extended periods of computer and phone usage
• Ability to manage high call volumes and front desk activity