Office Administrator

Gabriel Group; Missouri; On-site; USD 28,000 - 32,000; Full time

Job summary

Provident Behavioral Health in Missouri is seeking an Office Administrator to support the Counseling team. The OA greets clients, handles scheduling, processes payments, and coordinates care across clerical and clinical staff, ensuring a welcoming and efficient front desk experience for patients both in person and via telehealth.

This full-time hourly role requires strong customer service, familiarity with EHR systems, and knowledge of insurance benefits.

Qualifications

• High School Diploma.
• Some college or training preferred.
• Strong customer service skills and extensive phone work.
• Knowledge of insurance benefits.
• Strong communication and computer skills.
• Experience navigating and using an Electronic Health Record (EHR).
• Proficient in Microsoft Office Suite (Outlook, Excel, Word).

Responsibilities

• Greet clients with a positive and compassionate demeanor.
• Schedule clients and fill openings on Clinician calendars.
• Communicate with clients via Patient Portal, email, phone, or in person regarding their services.
• Answer calls and respond to voicemails for designated site(s) and Counseling department to support new and existing clients.
• Ensure client accounts are updated and accurate within the Electronic Health Record system.
• Work closely with Site Supervisors, Director of Counseling, and VP of Programs to ensure policies and procedures are upheld.
• Run reports regularly to track client engagement, past due balances, or incomplete files.
• Complete safety reporting requirements in a timely manner.

Skills

Customer service

Phone work

Communication

Microsoft Office

Education

High school diploma

Associate's degree or higher in behavioral health or related field

Medical Billing & Coding certification or training

Coursework or training in mental illness and behavioral health issues

Tools

EHR

Job description

• Location 11166 Tesson Ferry Road,Suite 300,St. Louis, MO, 63123,United States
• Base Pay $20.10 - $23.00 / Hour
• Job Category Administrative & Office Support, Healthcare Administration, Customer Service
• Employee Type FULL TIME HOURLY
• Required Degree High school
• Manage Others No

Essential Duties and Responsibilities

• Greet clients with a positive and compassionate demeanor
• Schedule clients and fill openings on Clinician calendars
• Communicate with clients via Patient Portal, email, phone, or in person regarding their services
• Answer calls and respond to voicemails for designated site(s) and Counseling department to support new and existing clients.
• Ensure client accounts are updated and accurate within the Electronic Health Record system (for example: scanning insurance cards, obtaining updated consent signatures, etc.)
• Work closely with Site Supervisors, Director of Counseling, and VP of Programs to ensure policies and procedures are upheld
• Run reports regularly to track client engagement, past due balances, or incomplete files
• Complete safety reporting requirements in a timely manner
• Maintain an organized and clean environment at work station and waiting room area
• Take deposits to bank weekly
• Support Site Supervisor with other tasks that enhance the overall functioning of the site and quality of services
• Responsible for collecting payment for behavioral health services and explaining cost of services to clients based on income or insurance coverage.
• Enter clients’ demographic information and create/maintain client accounts in the EHR, schedules clients, quote fees to clients, create Patient Portal accounts, and share key information for any telehealth appointments
• Coordinates completion of intake paperwork prior to first appointments for new clients
• Ensure files are updated and accurate within the Electronic Health Record system
• Verify mental health insurance benefits for all clients prior to initial and ongoing appointments
• Explain insurance benefits to clients
• Reviewing monthly client billing statements for accuracy
• Routinely collect client copays, fees, and collect on balances to support department financial goals and collection targets.
• Work with all referral sources to maintain good customer service and retention of referral relationships
• Greet clients with a positive and understanding attitude
• Answer questions related to fees and collect fees and balances at the time of service
• Schedule client appointments, including intake appointments for new referrals
• Maintain and protect confidentiality and security of all organizational information gained in the course of performing job responsibilities, including but not limited to, financial and client information.
• Maintain a clean, organized work environment to provide comfortable and professional client care.
• Maintain compliance with HIPAA privacy and security standards
• Actively participate in all agency and department education, training, and in-services to confirm understanding of new information or changes to established clinical policies and procedures
• Activity participates in team meetings and supervision.
• Serve as a safety team member, participating in quarterly team meetings, completing monthly safety reporting, evaluating the environment of care for possible safety concerns, ensuring infection prevention and control practices are followed, providing education and training to colleagues on safety policies and procedures, and additional safety related projects and assignments. Complete safety reporting requirements in a timely manner
• Additional duties, as assigned.

Working Conditions/Environment

• This position primarily works out of one or more of Provident’s locations:

• St. Louis City (2650 Olive Street, St. Louis, MO 63103)
• South County (11166 Tesson Ferry Rd, St. Louis, MO 63123)

• Full time position includes 32 to 40 work hours per week.
• Work hours are Monday through Friday and align with Counseling department hours when clients are seen (between 8:00 AM and 9:00 PM). Work schedule includes 2-3 evening shifts per week that align with site operating hours. Hours vary by location and hours are subject to change based on the location/program need.
• Reliable transportation to work at Provident’s multiple office locations, when needed
• The noise level in the work environment is usually low. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, and sit. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, or crouch.
• Ability tolift upto25 pounds
• Have the ability to sit for long periods of time.

Requirements

• High School Diploma
• Some college or training preferred

Minimum Required Experience

• Strong customer service skills and extensive phone work
• Knowledge of working in a mental health agency or similar healthcare setting
• Knowledge of Insurance benefits
• Strong communication and computer skills
• Experience navigating and using an electronic health record (EHR)
• Proficient in Microsoft Office Suite (Outlook, Excel, and Word)

Preferred Education:

• Associate’s degree or higher in behavioral health or related field
• Medical Billing & Coding certification or training
• Coursework or training in mental illness and behavioral health issues

Preferred Experience:

• Experience in an outpatient, behavioral health setting
• Behavioral health or medical office administration experience, including billing and coding and coordinating provider schedules

Summary

Provident Behavioral Health’s mission is building brighter futures through exceptional behavioral health services, especially for those with the greatest need. We are dedicated to making a meaningful impact on the lives of our clients. We believe that every individual deserves access to high-quality mental health care, and we're on a mission to provide just that. The Office Administrator (OA) position on the Counseling team is an important team member that plays a critical role in ensuring clients have positive experience at Provident. The OA role is essential in supporting our clinicians’ abilities to support clients, through filling provider schedules, completing administrative tasks such as client phone calls and collecting payments, and supporting coordination of care for clients. OAs are instrumental in connecting clients with care and helping them navigate mental health treatment through efforts such as explanation of services, scheduling of appointments, and explanation of fees and insurance coverage for care.

The OA is responsible for providing coverage at the front desk at designated Provident location(s) and supports Provident’s Counseling team. This position supports clients receiving services at Provident, including in person and telehealth appointments. The OA welcomes clients, collects payments and balances, schedules appointments, communicates with clients through the Patient Portal and by phone, and oversees the safety protocols for the site. OAs also work closely with their supervisor and clinicians at their site to provide ongoing support that enhances the quality of client care and excellent customer service.