Office Assistant

Counseling Associates; Plymouth (NH); Hybrid; USD 38,000 - 46,000; Full time

Job summary

Paycom - ATS in Plymouth, NH is seeking an Office Assistant to greet clients, answer calls and emails, and manage schedules for clinicians using practice management software. The role requires organizing daily schedules, handling intake forms, and maintaining HIPAA-compliant records.

You will collect co-pays, support therapists with administrative tasks, and coordinate with outside providers while maintaining a welcoming office environment. 1 year front desk experience preferred.

Qualifications

• Minimum 1 year of front desk or medical/behavioral health administrative experience.
• Ability to work independently and take ownership of daily responsibilities.
• Strong written and verbal communication skills.
• Technologically proficient and comfortable communicating with a remote administrative team.
• Ability to troubleshoot routine issues and know when to escalate.

Responsibilities

• Greet clients in a professional, friendly, and empathetic manner (in person, phone, or email).
• Answer phone calls, respond to emails, and manage appointment inquiries.
• Schedule, confirm, and update client appointments using practice management software.
• Prepare the following day’s schedule for assigned clinicians with clear notations (co-pay, forms, insurance card).
• Handle client insurance documents and intake forms; ensure HIPAA compliance.
• Maintain client records and files with confidentiality.
• Collect and track client payments and co-pays.
• Ensure waiting room and office area are tidy and welcoming.
• Support therapists with administrative needs (copying, scanning, mailing, filing).
• Coordinate with other providers or services as needed.

Skills

Front desk experience

Independent work

Communication skills

Tech proficiency

HIPAA compliance

Tools

Practice management software

Job description

# Office AssistantPlymouth - Plymouth, NH 03264## DescriptionTasks & Responsibilities* Greet clients in a professional, friendly, and empathetic manner (in person, phone, or email)* Answer phone calls, respond to emails, and manage appointment inquiries* Schedule, confirm, and update client appointments using practice management software* Prepare the following day’s schedule for assigned clinicians, ensuring clear notations on schedules re: co-pay needed, forms required, insurance card needed, etc.; coordinate questions with Billing Manager* Handle client insurance documents and intake forms; ensure all documentation is complete and HIPAA-compliant* Maintain client records and files (digital and/or paper) with confidentiality* Collect and track client payments and co-pays* Ensure the waiting room and office area are tidy and welcoming* Support therapists with administrative needs such as copying, scanning, mailing, and filing* Coordinate with other providers or services when needed* Always uphold HIPAA and confidentiality standards## Qualifications**Required Experience & Qualifications*** **Minimum of 1 year of front desk or medical/behavioral health administrative experience*** Demonstrated ability to **work independently and take ownership of daily responsibilities*** Strong understanding of front desk operations, scheduling, client communication, and administrative workflows* Comfortable managing multiple responsibilities while maintaining accuracy and attention to detail* **Friendly, confident, and professional demeanor** when interacting with clients, families, therapists, and outside providers* Strong written and verbal communication skills* **Technologically proficient and comfortable communicating with a remote administrative team*** Ability to troubleshoot routine issues and use good judgment when determining when additional support is needed**Preferred Qualifications*** Experience in a behavioral health, mental health, medical, or other clinical office setting* Experience working with multiple insurance plans and payer requirements* Previous experience in a similar administrative role