Front Office Specialist

Mindfully, LLC; Fairfield (OH); On-site; USD 23,000 - 28,000; Full time

Benefits offered by this job

Health, vision, and dental

Paid time off

401k with employer match

HSA with employer match

Paid holidays and floating holiday

Short-term and long-term disability

Employee assistance program

Job summary

Mindfully Psychiatry in Fairfield, Ohio is seeking a Front Office Specialist to join our growing practice. You will work with physicians and staff to deliver compassionate patient care and manage front-desk operations during a full-time schedule.

Responsibilities include answering calls, scheduling appointments, handling patient records, and supporting administrative tasks. The role requires strong communication, basic computer skills, and a team-oriented mindset in a busy clinical environment.

Qualifications

• Excellent interpersonal and communication skills.
• Proficient computer skills and familiarity with medical records.
• Ability to multitask in a fast-paced clinical front desk setting.

Responsibilities

• Answer the telephone promptly, screen calls, and provide information to patients.
• Schedule patient appointments and procedures in coordination with providers.
• Support providers with OARRS reports and prior authorizations; respond to requests via fax/email.

Skills

Interpersonal skills

Communication skills

Computer literacy

Education

High School diploma or equivalent

Tools

EHR software

Job description

Description

Mindfully Psychiatry is seeking a Front Office Specialist to join our Growing practice in Fairfield, Ohio office. You will work with staff. Psychiatrists and Psychiatric Nurse Practitioners across the state, in addition to our home office team. This position plays a key role in patient care, working with our physician and other staff to provide the best in patient care. This role will be full-time, working Monday - Friday 8:30 AM - 4pm or 8 AM - 4:30 PM.

Pay rate: $18

Responsibilities

• Answers the telephone promptly and courteously, screen calls, takes messages, provides information, and follows up on patient issues in a timely manner.
• Schedules patient appointments and procedures ordered by the providers.
• Collaborates with other scheduling staff and provider(s) in the coordination of appointment scheduling.
• Provide support to providers by completing OARRS reports, Prior Authorizations, and responding to fax and emails requests for information.
• Follows system and office policies and procedures with special attention to attendance and punctuality, confidentiality, dress code, and safety.
• Completes mandatory education and training to maintain organization and department specific competencies and requirements. Maintains applicable certification/licensure.
• Assists with the Transcranial Magnetic Stimulation service of patients, procedure scheduling, and performing treatments. Doing follow-up on patients as needed.
• Obtain vitals as needed on patients in the office.
• Assisting with other office responsibilities and duties as assigned.

As a key member of our team, you will:

Deliver exceptional patient service by answering calls promptly, managing inquiries, and ensuring timely follow-up on patient needs

Coordinate care efficiently by scheduling appointments and procedures in collaboration with providers and team members, ensuring providers schedules are consistently utilized and smooth.

Work closely within a strong, collaborative team environment to support daily operations and patient flow

Support providers clinically and administratively, including preparing OARRS reports, completing prior authorizations, and managing communication via phone, fax, and email

Assist with Transcranial Magnetic Stimulation (TMS) services, including assisting with scheduling, administering treatments (upon training and certification), and patient follow-ups.

Collect and document patient vital signs as needed.

Maintain high standards for confidentiality, professionalism, attendance, and safety.

Adapt and contribute to a growing practice by supporting additional office responsibilities as needed.

Benefits

• Health, vision, and dental
• Paid time off
• Paid holidays plus floating holiday
• HSA with employer match
• Dependent care FSA
• Employer-paid Life and AD&D insurance
• Employer-paid short-term and long-term disability
• WellWorks wellness program
• Employee assistance program
• 401k with employer match

Minimum Qualifications

• Excellent interpersonal and communication skills.
• High School diploma or equivalent.
• Basic knowledge of medications and medical terminology.
• Must have proficient computer skills.

What We’re Looking For

• Strong communication skills with a compassionate, patient-focused approach
• Ability to multitask and stay organized in a fast-paced environment
• A team player who thrives in a collaborative, supportive workplace
• Detail-oriented and committed to high-quality work
• Willingness to learn, grow, and maintain required certifications/training

Why Join Us?

• Be part of a growing practice with ongoing career growth opportunities
• Supportive, team-oriented culture where your voice and contributions matter
• Opportunity to expand your skills in both administrative and clinical areas
• Meaningful work that directly impacts patient care and outcomes

Preferred Qualifications

• Graduate of a Medical Assistant program preferred but not required.
• 1-3 years’ experience working medical receptionist in a psychiatric office.
• Knowledge of Electronic Health Records systems.

Preferred Qualifications

• Knowledge of psychiatry
• Knowledge of Electronic Health Records systems

Mindfully Behavioral Health is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and internship. Mindfully Behavioral Health makes hiring decisions based solely on qualifications, merit, and business needs at the time. Furthermore, the Company will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship.