Operations Assistant – Outpatient Clinic (Full-Time) | Pennsylvania

Harmony United Psychiatric Care; Pottstown (Montgomery County); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) match (up to 4%)

PTO

Paid holidays

Job summary

Harmony United Psychiatric Care seeks an Operations Assistant to support day-to-day clinic operations in Pottstown, PA. You will welcome patients, manage check-in/out, schedule appointments, and coordinate communications with patients and staff.

The role requires strong organizational skills, two to three years in healthcare administration, and proficiency with MS Office. You will ensure confidential handling of patient data and support overall administrative tasks in a fast-paced outpatient

Qualifications

• Associate degree or higher is required; a bachelor's degree is preferred.
• At least two to three years of experience in administrative support, preferably in a healthcare or outpatient clinic setting.
• Strong verbal and written communication skills.
• Excellent organizational, multitasking, and time-management abilities.
• Proficiency in Microsoft Office and general computer applications.
• Ability to handle confidential information with discretion and professionalism.
• Strong customer service skills and the ability to work independently as well as part of a team.

Responsibilities

• Provide day-to-day administrative support to ensure smooth clinic operations.
• Welcome patients and visitors, assist with check-in and check-out procedures, and direct them appropriately.
• Answer incoming calls, respond to routine inquiries, and make outbound calls to patients regarding appointments and follow-ups.
• Schedule appointments, send appointment reminders, and assist with patient communication.
• Maintain accurate patient records, files, forms, and other administrative documentation.
• Assist with data entry, document preparation, scanning, filing, and record management.
• Monitor office supplies, maintain inventory, and coordinate the replenishment of required materials.
• Ensure the reception area, waiting rooms, and office spaces remain clean, organized, and professional.
• Coordinate office equipment maintenance and communicate operational issues to the appropriate team.
• Support billing, scheduling, and other administrative teams with routine coordination tasks, as required.
• Assist with preparing reports, maintaining trackers, and updating internal records.
• Ensure patient information is handled confidentially and in compliance with HIPAA and applicable privacy regulations.
• Follow company policies, procedures, and regulatory requirements.
• Perform other administrative duties as assigned by management.

Skills

Administrative support

Healthcare setting

MS Office

Communication

Organization

Multitasking

Time management

Confidentiality

Customer service

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Office

Job description

Company: Harmony United Psychiatric Care

Job Title: Operations Assistant – Outpatient Clinic (Full-Time) | Pennsylvania

Job Type: Full-Time Employment

Job Location: Pottstown, Pennsylvania

About Us

Harmony United Pennsylvania PLLC DBA Harmony United Psychiatric Care (“HUPC”) is a network of outpatient mental health clinics providing comprehensive, full-service outpatient mental health services through in-person and virtual visits using a secure online telehealth platform. Our services include Psychiatric and Psychological Evaluations, Medication Management, Psychotherapy and Counseling, and Neuropsychological Testing Services. Our team of mental health professionals includes psychiatrists, clinical psychologists/neuropsychologists, board-certified psychiatric nurse practitioners, certified physician assistants, and licensed therapists. We provide care to adults, adolescents, and children aged five and above. Each patient is treated with compassion and respect at Harmony United Psychiatric Care. We strive to provide the

Qualifications

• Associate degree (AA) or higher is required; a bachelor's degree is preferred.
• At least two to three years of experience in administrative support, preferably in a healthcare or outpatient clinic setting.
• Strong verbal and written communication skills.
• Excellent organizational, multitasking, and time-management abilities.
• Proficiency in Microsoft Office and general computer applications.
• Ability to handle confidential information with discretion and professionalism.
• Strong customer service skills and the ability to work independently as well as part of a team.

Key Responsibilities

• Provide day-to-day administrative support to ensure smooth clinic operations.
• Welcome patients and visitors, assist with check-in and check-out procedures, and direct them appropriately.
• Answer incoming calls, respond to routine inquiries, and make outbound calls to patients regarding appointments and follow-ups.
• Schedule appointments, send appointment reminders, and assist with patient communication.
• Maintain accurate patient records, files, forms, and other administrative documentation.
• Assist with data entry, document preparation, scanning, filing, and record management.
• Monitor office supplies, maintain inventory, and coordinate the replenishment of required materials.
• Ensure the reception area, waiting rooms, and office spaces remain clean, organized, and professional.
• Coordinate office equipment maintenance and communicate operational issues to the appropriate team.
• Support billing, scheduling, and other administrative teams with routine coordination tasks, as required.
• Assist with preparing reports, maintaining trackers, and updating internal records.
• Ensure patient information is handled confidentially and in compliance with HIPAA and applicable privacy regulations.
• Follow company policies, procedures, and regulatory requirements.
• Perform other administrative duties as assigned by management.

Compensation

• Competitive base compensation.
• Productivity-based bonus, where applicable.
• Performance-based bonus, where applicable.

Benefits

• Health, dental, and vision insurance.
• 401(k) Retirement Plan: Company matching contributions of up to 4% of annual compensation, subject to plan terms.
• Paid time off (PTO).
• Paid holidays.

Why Join Us?

• Comprehensive administrative support.
• Modern digital technology and systems.
• A collaborative and supportive work environment.
• Opportunities to develop administrative and healthcare operations skills.
• A strong focus on work-life balance.

Work Schedule

Four 10-hour shifts per week, Monday through Thursday.

E-Verify Statement

Harmony United Psychiatric Care participates in E-Verify. We will provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to verify employment authorization. E-Verify is not used to pre-screen job applicants.

• E-Verify Participation Notice
• E-Verify Participation Notice – Spanish
• Right to Work Notice
• Right to Work Notice – Spanish

Drug-Free Workplace Policy

Harmony United Psychiatric Care maintains a drug-free workplace to promote the safety and well-being of employees and visitors. The use of illegal drugs and the unauthorized use of controlled substances on company premises or during working hours are prohibited.

The company conducts pre-employment drug screening and may conduct random drug testing of current employees in accordance with applicable laws and company policy. Violations may result in disciplinary action, up to and including termination of employment.