Front Desk - Clerk assistant

Icare Mental & Behavioral Wellness; Miami (FL); On-site; USD 17,000 - 25,000; Part time

Job summary

ICare Mental & Behavioral Wellness, Inc. is seeking a part-time Front Desk Clerk / Administrative Assistant to be the welcoming first point of contact for patients in our Miami clinic.

The role will support patient services, scheduling, and basic administrative tasks in a busy mental health practice. The ideal candidate will be bilingual (English/Spanish), customer-service oriented, organized, and capable of multitasking while maintaining patient confidentiality and HIPAA compliance.

Qualifications

• High school diploma or GED required.
• Customer service or reception experience preferred.
• Experience in medical/mental health setting a plus.
• Bilingual English/Spanish strongly preferred.

Responsibilities

• Greet patients and check in with a friendly, professional manner.
• Schedule, confirm, reschedule, and cancel appointments; manage reminders.
• Verify patient insurance eligibility and collect copays when applicable.
• Maintain organized patient records and assist with clerical duties.
• Coordinate communications between patients, providers, and staff.

Skills

Bilingual English/Spanish

Customer Service

Multitasking

Communication Skills

Education

High school diploma or GED

Tools

Microsoft Office

Electronic Scheduling Systems

EHR systems

Job description

ICare Mental & Behavioral Wellness, Inc.

Job Title: Front Desk Clerk / Administrative Assistant (Part-Time)

Location: Miami, Florida

Employment Type: Part-Time | On-Site

Department: Administration / Patient Services

Reports To: Office Manager / Practice Administrator

Schedule: Flexible part-time hours, Monday-Friday

Compensation: Based on experience and qualifications

Position Summary

ICare Mental & Behavioral Wellness, Inc. is seeking a professional, compassionate, organized, and detail-oriented Front Desk Clerk / Administrative Assistant to join our growing mental and behavioral healthcare team.

The ideal candidate will serve as the first point of contact for patients and families, ensuring a welcoming, respectful, and efficient experience while supporting the daily administrative operations of our psychiatric and behavioral health practice.

This position requires excellent communication skills, multitasking abilities, attention to detail, and a strong commitment to patient confidentiality and customer service.

Key Responsibilities

1. Front Desk & Patient Services

• Welcome and check in patients in a friendly and professional manner.
• Answer and direct incoming telephone calls, emails, and patient inquiries.
• Schedule, confirm, reschedule, and cancel appointments.
• Provide patients with information regarding available services, office policies, and appointment procedures.
• Assist patients with registration, intake forms, consent forms, and required documentation.
• Maintain an organized, clean, and welcoming reception area.
• Coordinate patient communication in English and Spanish.

2. Scheduling & Administrative Support

• Manage providers’ calendars and optimize appointment scheduling.
• Assist with appointment reminders and follow-up coordination.
• Monitor patient cancellations, no-shows, and scheduling changes.
• Scan, upload, organize, and maintain electronic patient records.
• Prepare administrative forms, letters, and other office documentation as directed.
• Support the Office Manager with daily administrative activities.
• Maintain office supplies and assist with general clerical duties.

3. Insurance Verification & Billing Assistance

• Verify patient insurance eligibility and benefits before appointments.
• Collect copayments, deductibles, and patient balances according to office policies.
• Assist with insurance-related documentation and authorization requests.
• Ensure accurate entry of patient demographic and insurance information into the Electronic Health Record (EHR).
• Communicate billing inquiries to the appropriate billing team.
• Support insurance and administrative follow-up activities as assigned.

4. Patient Communication & Care Coordination

• Communicate professionally with patients, parents, guardians, healthcare providers, and insurance representatives.
• Assist with referrals, medical records requests, and follow-up appointments.
• Coordinate communications between psychiatric providers, therapists, administrative staff, and other healthcare professionals.
• Address routine patient concerns professionally and elevate clinical or urgent issues to the appropriate provider.
• Ensure a positive patient experience while maintaining professional boundaries.

5. Confidentiality & Compliance

• Maintain strict confidentiality of patient information in compliance with HIPAA regulations.
• Follow company policies regarding patient privacy, documentation, and secure communication.
• Accurately document administrative interactions when necessary.
• Support compliance with office procedures, patient safety protocols, and healthcare regulations.

Minimum Qualifications

• High school diploma or GED required.
• Previous experience in customer service, reception, or administrative support preferred.
• Experience in a medical office, mental health practice, or healthcare setting is a plus.
• Bilingual proficiency in English and Spanish strongly preferred.
• Basic computer proficiency, including Microsoft Office, email, and electronic scheduling systems.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to multitask and prioritize assignments in a busy medical office.
• Professional appearance, reliability, punctuality, and a positive attitude.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Preferred Qualifications

• Experience with Electronic Health Record (EHR) systems.
• Knowledge of medical insurance verification, copayments, and eligibility procedures.
• Familiarity with psychiatric, psychological, or behavioral healthcare services.
• Experience with healthcare scheduling, patient registration, and telephone etiquette.
• Understanding of HIPAA privacy requirements.

Core Competencies

We are looking for a candidate who demonstrates:

• Compassion: Treats every patient with dignity, empathy, and respect.
• Professionalism: Maintains a courteous and dependable attitude.
• Organization: Effectively manages schedules, documentation, and administrative tasks.
• Teamwork: Collaborates effectively with providers and administrative personnel.
• Confidentiality: Protects sensitive patient and organizational information.
• Adaptability: Responds positively to changes in office priorities and patient needs.
• Accountability: Takes responsibility for assigned tasks and follows through on commitments.

Work Environment & Physical Requirements

• Primarily office-based work in an outpatient mental and behavioral healthcare setting.
• Frequent computer use, telephone communication, and interaction with patients.
• Ability to remain seated or standing for extended periods and perform routine administrative tasks.
• Ability to occasionally lift office materials weighing up to 15 pounds, with reasonable accommodations available.

Why Join ICare?

At ICare Mental & Behavioral Wellness, Inc., we are committed to providing compassionate, evidence-based mental and behavioral healthcare. Our team values professionalism, respect, teamwork, and continuous improvement.

This position offers an opportunity to gain valuable healthcare administration experience while making a meaningful difference in the lives of our patients and families.

Our Mission:

Supporting mental and behavioral wellness through compassionate, patient-centered care.

Our Motto:

Mind your Mind.

Equal Employment Opportunity

ICare Mental & Behavioral Wellness, Inc. is an Equal Opportunity Employer. We are committed to providing a respectful, inclusive, and professional work environment. Employment decisions are made without discrimination based on legally protected characteristics.