MID Administrative Assistant

Mental Health Association - Western MA; Town of Springfield (WI); On-site; USD 26,000 - 29,000; Full time

Benefits offered by this job

Health Care Plan (Medical, Dental &amp

Retirement Plan (403B, IRA)

Paid Time Off (Vacation, Sick & PH

Family Leave (Maternity, Paternity)

Long Term Disability

Job summary

Mental Health Association - Western MA's BestLife clinic in Springfield, MA is seeking an Administrative Assistant to manage on-site operations for the MID program, including patient onboarding to the portal, sending initial documents, and assisting with daily billing within the EHR system.

This 40-hour, Monday–Friday position (9am–5pm) requires strong customer service, front desk skills, EHR proficiency, and general computer ability.

Qualifications

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

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.

Skills

Customer service

Front desk management

EHR utilization

Computer proficiency

Bilingual capabilities

Tools

EHR system

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