Office Assistant

Simple Solutions Psychotherapy; Rancho Cucamonga (CA); On-site; USD 34,000 - 52,000; Full time

Benefits offered by this job

401(k)

Dental insurance

Free food & snacks

Health insurance

Vision insurance

Job summary

Simple Solutions Psychotherapy seeks an Office Assistant to coordinate daily administrative and patient service activities, ensuring adherence to quality standards and deadlines. The role includes scheduling, insurance verifications, billing, client communications, and general clerical support.

As a key member of the office, you will assist therapists and leadership, manage calendars, handle routine forms, and maintain HIPAA compliance in a fast-paced clinical setting at our Rancho Cucamonga

Qualifications

• High school diploma or equivalent required.
• Clerical experience preferred.
• 1-2 years of previous office assistant experience, preferably in a medical or mental health office setting.
• 1 year of direct contact client customer service.
• 1 year of billing experience (preferred).

Responsibilities

• Schedules and confirms patient appointments and ensures all insurance verifications are done before arrival.
• Aid the CEO, director, and/or the office manager if assistance is needed.
• Open/close procedures: power on in the morning and store away at night.
• Documentation of every encounter with a client/parent/guardian.
• Adjust schedules and help therapist with canceling or rescheduling clients.
• Provide receptionist with guidance on handling difficult problems or escalated complaints.
• Handle office situations maintaining HIPAA compliance.
• Billing clients through insurance or card correctly.
• Assist therapists when requested.
• Provide client-focused service and address questions on policies.
• Maintain office supply inventory.
• Perform clerical duties: typing, filing, forms.
• Operate office machines: copy/scanner/phone/PCs.
• Serve as back up in absence of receptionist.
• Copy, sort, file records; prepare letters, memos, forms, reports.
• Sort mail and deliver; process outgoing mail.
• Maintain filing systems; manage calendars and appointments.
• Other duties and special projects as assigned.

Education

High school diploma

Clerical experience

Office assistant experience

Direct client/customer service

Billing experience

Tools

Microsoft Office Suite

Job description

Benefits

• 401(k)
• Dental insurance
• Free food & snacks
• Health insurance
• Vision insurance

Job Summary

The Office Assistant coordinates the daily administrative and patient service activities of mental health office to ensure adherence to quality standards, deadlines, and proper procedure, as well as perform various routine clerical duties to support the organization.

Accountabilities:

• Gain a thorough understand the business goals and objectives of the organization, including
• Gain the organization’s Group Practice, Treatment Focus and Patient Promise.
• Gain a thorough understanding of the local, state, and federal healthcare guidelines.

Supervisory Responsibilities:

• None

Duties/Responsibilities:

• Schedules and confirms patient appointments and ensures all insurance verifications are done before arrival.
• Aid the CEO, director, and/or the office manager if assistance is needed.
• When opening, everything in the office should be powered on and if closing, everything needs to be turned off and stored away.
• Documentation of every encounter had with a client/parent/guardian.
• Adjusting schedules and helping therapist with either canceling or rescheduling clients.
• Provide Receptionist with guidance in handling difficult or complex problems or in resolving escalated complaints.
• Handles every office situation while maintaining HIPPA compliancy.
• Billing clients either through their insurance or their card correctly.
• Provide assistance to therapists if they request help.
• Provide client focused service by addressing customer complaints or answering questions regarding office/practice policies and procedures.
• Maintains office supply inventory
• Performs clerical duties including typing, filing, and completion of simple forms.
• Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
• Serve as back up in absence of the receptionist.
• Copies, sorts, and files records related to office activities, business transactions, and other matters.
• Prepares letters, memos, forms, and reports according to written or verbal instructions.
• Sorts incoming mail and delivers to appropriate department or individual, processes outgoing mail.
• Maintains filing systems either manually or electronically.
• Manages calendars and schedules appointments.
• Other duties and special projects as assigned.

Required Skills/Abilitie s:

• Strong sense of diversity and inclusion for ALL clients.
• Type at an acceptable rate of speed.
• Understand and carry out oral and written instructions.
• Communicate effectively orally and in writing.
• Manage multiple, concurrent and conflicting priorities and deadline.
• Meet schedules and timelines, especially during peak periods.
• Work independently with little direction.
• Work in a fast-paced environment with constant interruptions,maintaining flexibility.
• Establish and maintain effective working relationships with a variety of customers, staff, volunteers and community groups contacted during the course of this work.
• Able to communicate effectively to clients, peers and management, information, and ideas by telephone, in person, or written form, in a clear and understandable manner.
• Proficient with operate office equipment such as voice mail messaging systems, and use word processing, spreadsheet, or other software applications to prepare reports, invoices, letters, or medical records.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong leadership skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to function well in a high-paced and at times stressful environment.
• Basic understanding of how to operate standard business equipment.
• Proficient with Microsoft Office Suite or related software.

Education and Experience:

• High school diploma or equivalent required.
• Clerical experience preferred.
• 1-2 years of previous office assistant experience, preferably in a medical or mental health office setting.
• 1 year of direct contact client customer service
• 1 year of billing experience (preferred)