Front Desk Administrator - Seattle, Wa

Mindful Therapy Group; Seattle (WA); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

75% health/dental/vision coverage

15 PTO days annually

6 paid holidays per year

Professional development training and

Job summary

Mindful Therapy Group is seeking a Patient Services Specialist in Seattle to support daily clinic operations, scheduling, and client communications. This fast-paced role emphasizes empathy, accuracy, and HIPAA compliance as you help clients and providers navigate appointments and portals.

Ideal candidates have at least 2 years in customer service or administrative roles, are organized, and available Tuesday through Saturday.

Qualifications

• 2+ years of customer service, administrative support, hospitality, or related experience preferred.
• Strong written and verbal communication skills.
• High School Diploma or GED required.

Responsibilities

• Partner with the Office Manager to set goals, manage outcomes, and follow through on tasks.
• Provide warm, professional client interactions via phone, email, and in person.
• Check-in procedures to verify demographics, collect balances, and schedule appointments.
• Handle high volumes of emails and provider chats while protecting client privacy (HIPAA).
• Develop expertise in provider support, including communications and intake procedures.
• Deliver exceptional customer service and respond to inquiries promptly.
• Schedule new and returning clients to maximize provider utilization.
• Assist clients/providers with portal and telehealth tech support.
• Maintain HIPAA compliance and secure PHI at all times.
• Address client concerns and escalate when needed.
• Identify process improvements and communicate recommendations.
• Maintain a professional, organized office and assist with facility needs.

Skills

Customer service

Administrative support

Education

High School Diploma or GED

Job description

Job Type: Full-time, Tuesday- Saturday schedule, rotating shifts

Location: Elliott Bay, Seattle, Wa

Salary: $22.00 per hour

Introduction

Are you looking for a fast-paced, supportive environment where you can develop valuable professional skills and make a meaningful impact each day? If you enjoy helping people, thrive in customer-facing roles, and are eager to learn and grow, we'd love to hear from you.

Candidates with experience in hospitality, restaurants, retail, or other customer service-focused industries are encouraged to apply.

About Mindful Therapy Group

Mindful Therapy Group empowers therapists, psychologists, and psychiatric nurse practitioners to build thriving private practices without the administrative burden that often comes with running a business. We provide billing, marketing, credentialing, and administrative support services to independent mental health providers across the Pacific Northwest.

Since 2011, we have partnered with more than 2,500 providers across 20+ locations and continue to grow as we expand access to quality mental health care.

About the Role

As a Patient Services Specialist, you'll play a key role in creating a positive experience for both clients and providers. You'll support the day-to-day operations of the office through scheduling, customer service, communication, and administrative coordination that help keep our clinics running smoothly.

This role is ideal for someone who is organized, people-oriented, and eager to grow their career. Successful team members have opportunities to develop new skills, take on increased responsibility, and pursue future advancement within the organization.

Key Responsibilities

• Partner with the Office Manager to set goals, manage outcomes, and provide timely follow-through on complex tasks.
• Create a warm and welcoming experience for clients through active listening, empathy, and professionalism.
• Follow established check-in procedures to ensure accurate demographic information, collection of balances due, and scheduling of future appointments.
• Manage a high volume of inbound and outbound emails and provider support chats, helping coordinate care while maintaining client privacy in accordance with HIPAA guidelines and ensuring all required Releases of Information (ROIs) are obtained.
• Develop expertise in all aspects of provider support, including provider communications, schedule management, and intake procedures.
• Deliver exceptional customer service to clients and providers by phone, email, and in person, responding to inquiries and requests in a timely manner.
• Help maximize provider utilization by scheduling new and returning clients.
• Assist clients and providers with technology-related questions and troubleshooting, including support for the patient portal and telehealth platform.
• Maintain compliance with HIPAA regulations and ensure Protected Health Information (PHI) remains secure at all times.
• Address client concerns and complaints, escalating issues to the Office Manager when they fall outside the scope of the role or require additional support.
• Identify opportunities for process improvement and collaborate with the Office Manager to develop and communicate recommendations.
• Maintain a professional, organized, and welcoming office environment by supporting office cleanliness, addressing facility needs, and serving as a positive representative of the organization.

What you’ll need to be successful:

• 2+ years of customer service, administrative support, hospitality, or related experience preferred.
• Strong written and verbal communication skills, with the ability to communicate professionally and effectively.
• Excellent attention to detail, with the ability to manage multiple priorities in a fast-paced environment.
• Strong organizational and time management skills, with the ability to adapt to changing needs.
• Collaborative team player who works well with colleagues and communicates openly with leadership.
• High School Diploma or GED required.
• Flexible availability during business hours, which may include Monday through Friday from 7:00 AM to 8:00 PM and Saturdays from 8:00 AM to 4:00 PM.

Benefits

• 75% coverage of health, dental, and vision insurance
• 15 PTO days accrued annually
• 6 paid holidays per year
  • Professional development training and opportunities for advancement

  Job Type: Full-time, Tuesday- Saturday schedule, rotating shifts

  Location: Elliott Bay, Seattle, Wa

  Salary: $22.00 per hour

  We are an equal opportunity employer with a progressive workplace based on teamwork, integrity, and customer service. We are committed to cultivating the long-term professional potential of our team. Applicants from all fields are encouraged to apply. Background check required. Come join a strong team making an impact in the service world of mental health!

  It is a conflict of interest for an employee of Mindful Support Services to be a current client of Mindful Therapy Group. We request that individuals who are receiving clinical services at Mindful Therapy Group wait until their care is discontinued before beginning employment.