MID Administrative Assistant

Mental Health Association - Western MA; Springfield (MA); On-site; CAD 36,000 - 40,000; Full time

Benefits offered by this job

Health Care Plan

Retirement Plan

Paid Time Off

Family Leave

Long Term Disability

Job summary

BestLife - Emotional Health & Wellness Center in Springfield, MA is seeking an Administrative Assistant for the Massachusetts Impaired Driver Program (MID) clinic. The role focuses on onboarding patients to the portal, sending initial documents, and tracking homework within an EHR and electronic billing system.

Work is on-site, with standard hours Monday–Friday 9am–5pm (40 hours). Pay rate is $19–$21 per hour, with some flexibility for duties and scheduling across departments.

Qualifications

• Customer service experience and front desk management skills.
• Experience with EHR systems and general computer proficiency.
• Bilingual capabilities are preferred.

Responsibilities

• Coordinate new patient onboarding and obtain required documentation.
• Maintain accurate patient records in the EHR and update enrollments.
• Manage intake, homework documentation, and upload materials.
• Send reminders and collect outstanding documentation from patients.
• Enter and maintain MID patient data, including intakes and disenrollments.
• Schedule meetings and coordinate with internal departments and vendors.
• Ensure documentation and trainings are completed on time and in compliance.
• Provide administrative support and act as liaison across departments.
• Assist with licensing, accreditation, and daily billing procedures.

Skills

Customer service

Front desk management

EHR utilization

Computer proficiency

Job description

Position Summary

The Massachusetts Impaired Driver Program (MID) Administrative Assistant is responsible for managing operations at a community behavioral health clinic for the remote implementation of the MID program. Key duties include registering new patients to the patient portal, sending initial documentation to be filled out and signed on the patient portal, uploading and tracking homework received for patients, and assisting with daily billing procedures using an electronic health record (EHR) and electronic billing system. This role involves close collaboration with the Clinic Director/Assistant Clinic Director to identify and address program needs. All work will be conducted on-site at the outpatient clinic in Springfield, MA.

Pay Rate: $19 - $21 an hour

Open Shift: Monday through Friday 9am-5pm (40hrs), with some flexibility

Key Responsibilities

• Coordinate new patient onboarding with patients and the Central Intake team, including obtaining required documentation and scheduling initial appointments.
• Maintain accurate and up-to-date patient records in the EHR, including contact information and required documentation.
• Manage intake and homework documentation, including collecting, tracking, scanning, and uploading completed materials.
• Send appointment reminders and required correspondence to patients and assist with obtaining outstanding documentation.
• Enter and maintain Virtual Gateway data for MID patients, including intakes, enrollments, and disenrollments.
• Schedule meetings, record meeting minutes, and coordinate with internal departments, vendors, and other stakeholders.
• Ensure required documentation and monthly trainings are completed promptly and in compliance with regulatory requirements.
• Collaborate with MID Educators and interdisciplinary teams to maintain accurate patient status and support effective communication.
• Provide administrative support and guidance to supervisors and staff, including data management, report compilation, copying, and serving as a liaison across departments.
• Support licensing and accreditation processes while upholding the agency’s mission, values, philosophy, and principles and performing other duties as assigned.

About BestLife - Emotional Health & Wellness

The BestLife Emotional Health & Wellness Center provides compassionate, person-centered care for individuals, families, and couples facing mental health and substance use challenges. Using evidence-based approaches, our team supports both short-term needs and long-term recovery through services such as assessments, individual, group, family, and couples therapy, substance use and co-occurring disorder treatment, medication management, case coordination, and recovery support. Care is delivered by licensed clinicians and overseen by a board-certified psychiatrist, ensuring high-quality, supportive treatment every step of the way.

Equal Opportunity Statement

The Mental Health Association is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

• Customer service experience, strong skills in front desk management, EHR utilization, and computer proficiency.
• Bilingual capabilities are preferred.

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (403B, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Long Term Disability
• $19-$21 an hour