Front Office Assistant

Summit Counseling Center - Atlanta; Johns Creek (GA); On-site; USD 36,000 - 54,000; Full time

Job summary

The Summit Counseling Center is seeking an Administrative Assistant to support the front office operations and administration. You will professionally answer calls, schedule appointments, handle payments, manage paperwork, and maintain orderly office processes.

You will collaborate with clinical and management staff, ensuring HIPAA-compliant handling of patient data while adapting to changing policies and deadlines in a fast-paced environment.

Qualifications

• Experience in Microsoft Excel and data entry.
• Familiar with electronic health records and HIPAA compliance.
• Experience with Microsoft Office 365 Environment and SharePoint.
• Ability to work in a fast-paced environment and manage multiple tasks.

Responsibilities

• Provide high-level customer service to staff and clients; handle phone calls, emails, and scheduling; manage payments and data entry.
• Assist Practice Administrator with day-to-day tasks; support front office and cross-team communication.
• Interact with clients via phone, email, and portal; document interactions in client charts.
• Perform other duties as assigned by the Center.

Skills

Excel

HIPAA compliance

Office 365/SharePoint

Tools

Electronic health records

Desktop applications

Job description

Responsibilities

• To support the vision, mission and guiding principles of The Summit Counseling Center in accordance with ethical standards.
• While performing any procedure, all associates and contract personnel must observe applicable Safety, Health, and Environmental rules and guidelines.
• Attend and participate in training opportunities and seminars relevant to this position.
• Adhere to appropriate the Center’s operating procedures, benefit rules, employment, and safety policies/practices.

Essential Duties and Responsibilities

Front Office:

• Provide the highest level of customer service to all staff and clients; professionally answer phone calls and be able to make use of a phone script; respond to emails and disperse postal mail; explain center services, procedures, and policies; schedule client appointments, manage paperwork and collect payments; data entry; keep office orderly and maintain professional cleanliness; track office supplies.

Administration:

• Attend front office meetings and one-on-one's; support the Practice Administrator and Front Office Team Lead in day-to-day tasks; assist with special projects on a deadline to support center's operational needs; effectively and respectfully communicate with clinical staff, front office staff, back office staff, and management; be able to remain calm and detail oriented in a fast-paced environment; be able to work both alone and in a team setting.

Customer Service:

• Interaction with clients via telephone and email and patient portal; includes initiating payment requests, providing statements and receipts, clarification of the Center’s policies, updating charts as information is received, and documenting all interactions in client charts for Center communication.

Additional Duties and Responsibilities

• Any other duties as assigned.

Qualifications

• Administrative Assistant: 1-3 years (Required)
• Customer Service: 3 years + (Required)
• Experience in mental health or medical front office (Preferred)
• Or equivalent skill, knowledge and experience in areas related to this position

Required Skills

• Technology/Software:
• Experience in Microsoft Excel
• Experience with electronic health records and data management; familiar with HIPAA compliance
• Prior experience with Microsoft Office 365 Environment, SharePoint, and desktop applications

Communication:

• Contacts are across the entire geographical and professional community. Community contact is a critical component of success in developing good will and interest in the mission of the Center, as well as creating and maintaining positive Partner relationships.
• Excellent interpersonal and communication skills; able to interface professionally with clients, Partners, multiple departments and Leadership staff internally and externally.
• Always maintain professionalism, both internally and externally.
• Display discernment in sharing potentially confidential information.
• Ability to adapt to and implement changing policies.

Other:

• Excellent organizational and time management skills
• Flexibility with schedule, tasks, and/or duties
• Represents the mission of The Summit in all actions

Job Conditions

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the associate is:

• Frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear
• Able to see data and charts and work with multiple monitors and applications at the same time
• Occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl
• Occasionally lift and/or move up to 30 pounds
• The noise level in the work environment is usually low

Pay range and compensation package

[Insert pay range or salary or compensation details here]

Equal Opportunity Statement

The Summit Counseling Center is committed to diversity and inclusivity in the workplace.