Office Assistant - Part time

High Country Behavioral Health; Douglas (WY); On-site; USD 21,000 - 30,000; Part time

Job summary

High Country Behavioral Health in Wyoming is seeking an organized Office Assistant for a part-time role (~25 hours weekly). You will be the first point of contact, supporting clinical and billing functions to ensure timely access to behavioral health services.

The ideal candidate will excel in public communication, meticulous record-keeping, and care coordination, handling intake, scheduling, insurance information, and deposits, while maintaining HIPAA compliance.

Qualifications

• High School Diploma or equivalent is required.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks in a fast-paced environment.
• Strong confidentiality and professionalism in all interactions.
• Proficiency with Microsoft Office and standard office equipment.

Responsibilities

• Greet and assist clients and caregivers during intake and visits.
• Prepare and manage daily client flow to optimize staff time.
• Relay information between patients and clinical staff.
• Assist with checkout, collect co-pays, and schedule follow-ups.
• Coordinate with external agencies for referrals.

Skills

Public communication

Record-keeping

Multitasking

Customer service

Confidentiality

Education

High School Diploma or Equivalent

Tools

Microsoft Office

Office equipment

Job description

High Country Behavioral Health (HCBH) is seeking a dedicated and highly organized Office Assistant to join our team. This part-time role (approximately 25 hours a week) is vital to ensuring our clients receive timely access to behavioral health treatment.

Reporting to the Administrative Director, the Office Assistant serves as thefirst point of contact for our clients and plays a critical role in supporting the clinical and billing functions of the clinic. The ideal candidate will excel at public communication, meticulous record-keeping, and process management to ensure coordinated patient care and accurate insurance billing.

Essential Duties and Responsibilities

The responsibilities for this role are grouped into three core areas:

1. Client and Scheduling Coordination

• Warmly greet and professionally receive clients and caregivers during intake and throughout their visits.
• Prioritize and manage daily client flow through proactive schedule preparation to ensure efficient and productive use of staff time.
• Relay critical information and updates efficiently between patients and clinical staff.
• Assist patients during checkout, including collecting co-payments and scheduling necessary follow-up treatment.
• Collaborate effectively with external agencies to manage patient referrals.
  

2. Clinical and Medical Support

• Assist the HCBH Medical team as needed or assigned.
• Maintain strict confidentiality and comply fully with all HIPAA standards.
  

3. Financial and Administrative Operations

• Accurately record and verify client insurance information.
• Assist in insurance pre-approvals as needed to maximize collection for billable services.
• Maintain both paper and electronic client records, ensuring all information is current and accurate.
• Complete and update the daily deposit spreadsheet and prepare final bank deposits.
• Maintain the cleanliness and tidiness of the workspace, front office, and patient waiting areas throughout the workday.
  

Candidate Qualifications and Experience

Required Qualifications

• High School Diploma or Equivalent.
• Proven ability to manage and prioritize multiple tasks accurately in a dynamic, fast-paced environment.
• Excellent written and verbal communication skills.
• Demonstrated ability to maintain the highest level of confidentiality, professionalism, and customer service in all interactions.
• Proficiency in Microsoft Office Products and the ability to operate standard office equipment.
• Successful completion of HCBH pre-employment screening and background check.
  

Preferred Knowledge

• Knowledge of state and federal regulations, policies, and procedures governing medical billing and financial recordkeeping (e.g., accounting principles).
• Ability to solve practical problems and deal with a variety of variables in a healthcare setting.

Who We Are

Since 1986,High Country Behavioral Health has been a dedicated non-profit organization providing affordable access to life-changing behavioral services in rural communities across Wyoming and Idaho.

Our Mission: To effectively listen, guide, and teach those who are at a crossroad in their lives how to build healthy relationships, regulate emotions, and manage stress in order to reduce suffering and reach their potential for happiness and well-being.

Our team of licensed professionals is devoted to enhancing the lives and well-being of our clientele through counseling, case management, medication management, and crisis services.

Physical Requirements

While performing the duties of this job, the employee is routinely required to walk, stand, sit, and use hands. The employee must occasionally stoop, crouch, or kneel. The role occasionally requires exerting or lifting up to25 pounds.

Equal Opportunity Employer

High Country Behavioral Health is committed to cultivating an environment where equal employment opportunities are available to all employees and job applicants regardless of race, color, religious creed, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity, marital status, familial status, disability, or genetic information, in compliance with applicable federal, state, and local law. HCBH celebrates diversity and believes it is critical to our success. As such, we are committed to recruit, develop, and retain the most talented individuals to join our team.