Psychiatric Services Office Administrator

Gabriel Group; St. Louis (MO); On-site; USD 27,552 - 31,684; Part time

Job summary

Provident Behavioral Health in St. Louis, MO is seeking a part-time Office Administrator to support the Psychiatric Services team. The OA will handle front desk tasks, patient scheduling, payments, and coordination of care for clients, including intake and portal communications.

The role emphasizes HIPAA compliance, strong customer service, accurate CPT coding awareness, and collaboration with clinicians and supervisors. Work hours align with department needs; 20–28 hours weekly in-office.

Qualifications

• Strong customer service skills and extensive phone work.
• Familiarity with mental health agency workflows and CPT basics.
• Experience using an EHR and Microsoft Office applications.

Responsibilities

• Answer phones and electronic messages for the Psychiatric Services department.
• Enter demographics and schedule clients in the EHR; quote fees and share portal info.
• Verify insurance benefits and explain coverage to clients.
• Schedule appointments and manage intake paperwork.
• Collect copays and balances; assist with billing and accounts.
• Maintain confidentiality and HIPAA compliance; support care coordination.

Skills

Customer service

Phone work

Communication

EHR knowledge

Microsoft Office

Confidentiality

Team player

Multitask

HIPAA compliance

Education

High school diploma

Some college

Associate degree

Billing & Coding cert

Tools

EHR

Microsoft Office

Job description

• Location 2650 OLIVE RD,Saint Louis, MO, 63103,United States
• Base Pay $20.00 - $23.00 / Hour
• Job Category Medical Office Administration, Behavioral Health Administration, Patient Access / Scheduling / Revenue Cycle
• Employee Type PART TIME
• Required Degree High school
• Manage Others No

Essential Duties and Responsibilities:

• · Answer the Psychiatric Services department telephones and electronic messages. Respond to requests for services.
• · 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 closely with site supervisor to ensure policies and procedures are upheld
• · Work with all referral sources to maintain good customer service and retention of referral relationships
• · Maintain and update any necessary information needed by insurance panels
• · 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
• · Evaluate psychiatric services provided to determine appropriate CPT coding to maximize billing efficiency and accuracy.
• · 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 Provident’s St. Louis City office at 2650 Olive Street, St. Louis, MO 63103.
• · 20 to 28 work hours per week. Work hours are Monday through Friday and align with Psychiatric Services and Counseling department hours when clients are seen (between 8:00 AM and 9:00 PM).
• · Must be able to lift up to 50lbs and sit for extended periods of time.
• · 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.

Requirements

Job Requirements and Qualifications

Minimum Required Education:

• High school diploma or equivalent
• Some college or training preferred

Minimum Required Experience

• Strong customer service skills and extensive phone work
• Knowledge of working in a mental health agency
• 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

Other Skills Required:

• Patience, positive attitude, friendly demeanor, and great customer service
• A team player and a person that can multitask, with willingness for continuous learning.
• Must possess the ability to express empathy while managing client needs for expediency.
• Excellent verbal and written communication skills.
• Time and project management skills.
• Excellent organizational and interpersonal skills, with a friendly, professional, customer-service demeanor required.
• Ability to effectively communicate and interact with individuals involved in all aspects of programming – children, parents, others involved in the client’s care, grantors, funders, partner agencies, members of the community and Provident team members.
• Ability to maintain strict client confidentiality.
• Knowledge of medical terminology and CPT coding
• Excellent organizational skills, including the ability to work productively and make decisions.
• Proficient in using Microsoft Office applications (Microsoft Word, Excel, and PowerPoint).
• Serves as a representative of Provident, displaying courtesy, tact, consideration and discretion in all interactions with Provident team members, clients, school system staff and faculty, grantors, funders, regulators and members of the general public.
• Accurate measurement and documentation of vital signs.

Summary

At Provident Behavioral Health, 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 Psychiatric Services 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 Psychiatric Services OA is responsible for providing coverage at Provident’s St. Louis City location front desk and supports Provident’s growing team of Psychiatric Mental Health Nurse Practitioners (PMHNPs) . This position supports clients receiving services at Provident, including in person and telehealth appointments. The Psychiatric Services OA welcomes clients, collects payments, 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 the Support Team Supervisor and PMHNPs providing ongoing support that enhances the quality of client care and excellent customer service.