Front Office Administration

Aster Mental Health; Peabody (MA); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Competitive hourly pay

401(k)

401(k) matching

Dental insurance

Paid time off

Paid sick time

Vision insurance

M-F schedule

Health insurance

Job summary

Aster Mental Health in Peabody, MA seeks a Front Office Admin to manage patient scheduling, serve as the liaison between patients and providers, and support administrative tasks for operations. Cross-training for Interventional Psychiatry techniques such as TMS and Spravato is included, with training provided.

The role emphasizes confidentiality, HIPAA compliance, and excellent patient service. Prior experience in medical reception and ability to work in a fast-paced clinic environment are

Qualifications

• Two years of medical reception and administrative experience preferred.
• Ability to work in a psychiatric/medical office setting is desirable.
• Excellent communication and customer service skills are essential.
• Proficiency with Google Chrome, MS Word, MS Excel, and typing.
• Based in Peabody, MA with reliable transportation.

Responsibilities

• Manage patient scheduling and optimize appointment availability.
• Serve as primary communication point between patients and providers.
• Maintain patient records and related documentation.
• Ensure HIPAA confidentiality and privacy.
• Cross-train to support TMS and Spravato treatments (training provided).
• Assist with EHR and billing-related tasks as needed.
• Greet visitors and maintain a clean, organized front office.
• Coordinate referrals and prior authorizations when required.

Skills

Strong critical thinking

Attention to detail

Organizational multitasking

Customer service

English proficiency

Independent work

Education

Degree preferred, but not required

Tools

Google Chrome

MS Word

MS Excel

Typing

Job description

Job Overview:

The Front Office Admin position is responsible for managing patient scheduling, acting as a liaison between patients and providers, performing various administrative tasks to support operations. You may also be cross trained as an Interventional Psychiatry Technician to support our growing clinical needs during . This would only be for coevrage issues.

Key Responsibilities:

• Manage patient scheduling, optimize appointment availability, and ensure a smooth intake process


• Serve as the primary communication point between patients and providers, ensuring timely and clear responses


• Handle administrative tasks related to patient records, documents, forms and other communications


• Maintain a clean and organized office environment


• Effectively prioritize and manage multiple tasks based on urgency


• Work with electronic health records (EHR) to manage patient data


• De-escalate patient conflicts and handle difficult situations with professionalism


• Perform general office duties such as copying, filing, faxing, sorting mail, greeting visitors, and maintaining the office’s cleanliness


• Ensure patient confidentiality in compliance with HIPAA guidelines


• Cross-train to support specialized treatments, including Transcranial Magnetic Stimulation (TMS) and Spravato (training provided)


• On occasion, administer and monitor Transcranial Magnetic Stimulation (TMS) treatments to patients (training provided)


• On occasion, monitor patients undertaking Spravato (Esketamine) treatment during administration and post-administration


• Work with staff and insurance companies as needed to finalize patient paperwork, including Prior Authorizations, prior to treatment


• Manage administrative tasks related to treatment (e.g., scheduling, entering authorizations, etc.)


• Respond to incoming patient inquiries related to interventional psychiatry


• Build relationships with patients during their treatment sessions


• Coordinate patient care with their in-house treatment team


• On occasion, reach out to potential referral sources (therapists, physicians, etc) in the local community to promote our medication management, therapy, TMS, and Esketamine treatment availability

Required Skills:

• Strong critical thinking and problem-solving abilities


• Exceptional attention to detail and accuracy in all tasks


• Excellent organizational and multitasking skills


• Ability to manage stressful situations calmly and professionally


• Ability to recognize and appropriately ***


• Proficiency with Google Chrome, MS Word, MS Excel, and typing


• Basic Life Support Certification preferred


• One year of related previous work experience in a psychiatric setting is preferred


• Ability to effectively and fluently speak, read, and write English


• Excellent customer service skills and ability to communicate in a courteous, pleasant and professional manner


• Organizational skills to set priorities and efficiently complete assigned work


• Ability to accurately interpret and utilize basic medical terminology and abbreviations


• Ability to work independently and to make decisions based on department polices and established procedures

Characteristics of an ideal candidate:

• Medical assistant experienceof at least 1 year preferred


• Experience administering TMS and/or Spravato to patients preferred


• Displays a \"patient first\" mentality


• Self-starter and self-manager


• Exemplifies strong work ethic and operates with highest level of integrity in and outside of the office


• Interacts professionally and courteously with all patients, staff, and doctors


• Detail oriented


• Excels at multi-tasking and managing priorities with conflicting demands

Qualifications:

• Degree preferred, but not required


• At least two years of medical reception & administrative medical experience is ideal


• Comfortable using technology, including troubleshooting issues with Google Chrome, MS Office, and typing, with a strong understanding of computer systems and software


• Driver’s license and reliable transportation for occasional coverage of our other office.


• Ability to be based out of Peabody, MA.

Pay & Benefits:

• Competitive Hourly Pay

• 401(k)


• 401(k) matching


• Dental insurance


• M-F schedule


• Health insurance


• Excellent Paid time off & Paid Sick Time


• Vision insurance

Work setting:

• In-person


• Outpatient


• Private practice

Ability to commute: Daily onsite Travel to Peabody, MA .