Scheduler / Administrative Assistant

DV Therapy Inc.; Santa Fe Springs (CA); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking an enthusiastic Administrative Assistant to join their team. In this role, you will oversee front office operations, ensuring a welcoming environment for clients while managing appointments and documentation. Your responsibilities will include scheduling, maintaining HIPAA standards, and utilizing various software tools to streamline office tasks. This position is perfect for someone with strong customer service skills and a passion for helping others. Join a dynamic team where your contributions will make a significant impact and enjoy a supportive work environment with great benefits.

Benefits

401(k) matching

Dental insurance

Health insurance

Signing bonus

Training & development

Qualifications

• 1+ years of scheduling and reception experience required.
• Must be fluent in Spanish and possess excellent customer service skills.

Responsibilities

• Oversee front office operations and assist clients during sign-in.
• Maintain the master schedule and coordinate appointments effectively.

Skills

Scheduling

Reception/Clerical Skills

Customer Service

Spanish Speaking

Communication Skills

Teamwork

HIPAA Compliance

Education

High School Diploma or Equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Electronic Health Record System

Job description

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Signing bonus
• Training & development

Under the direction of the DV Therapy - Office Manager, the Administrative Assistant will be responsible for duties to include but not limited to overseeing the front office/waiting room areas, maintaining the environment and physical location, opening and closing the physical office, assisting clients at sign in and departure, directing questions and inquiries in person and by phone, Insurance eligibility, billing, data entry, charting, filing and other office/reception duties as assigned.

ESSENTIAL JOB DUTIES:

• Assist with maintaining the master schedule to ensure meetings/trainings/workshops are reserved, organized and the facilitator’s needs are met as it pertains to location set up.
• Assist with scheduling, confirm appointments and process documentation.
• Assist in coordinating new intakes, upload paperwork to the appropriate departments.
• Assist with scheduling therapy rooms for therapy sessions.
• Responsible for creating and updating program Intake Packets and creating charts/files.
• Ensures all incoming clients are greeted and telephone calls are properly handled in a professional and timely manner.
• Ensures HIPAA standards are met when clients sign in for scheduled appointments.
• Attends to the waiting room and waiting room activities, and ensures safe and respectful behaviors are promoted in the area and cleanliness is maintained.
• Receives and channels all telephone calls to designated DV Therapy employees and notifying employees when visitors and/or clients arrive.
• Maintains an up to date telephone directory and emergency call list of DV Therapy Employees.
• Practices effective teamwork and maintains a professional and positive image. Offers and accepts help when needed.
• Utilizes electronic mail extensively for communication purposes.
• Assist in making sure all documents have been uploaded before shredding.
• Utilizes word processing, databases, and/or spreadsheet software to store, edit, format, print and revise letters, memos, statistical tables, reports questionnaires, forms, labels and other related material.
• Responsible for filing and open/locking cabinets on daily basis.
• Assist in auditing charts and checklists as requested.
• Perform related functions or other duties as assigned.

QUALIFICATIONS:

1. Minimum of 1 year scheduling experience.
2. Minimum of 1-year reception/clerical experience required.
3. Spanish speaking required.
4. Experience answering multi-line inbound calls.
5. Professional working manner with excellent phone etiquette and strong customer service orientation.
6. Adheres to the department policies around confidentiality, HIPAA and clients rights.
7. Possess excellent verbal and written communication skills.
8. Energetic personality who is able to handle a variety of tasks.
9. Microsoft Word, Excel and Outlook proficiency.
10. Experience working within an electronic health record system preferred.
11. Possession of a valid California driver’s license, car insurance and ability to drive.
12. General working hours are Monday - Friday 9 am to 6pm. Possible early end time on Fridays.

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Experience:

• Reception/clerical: 1 year (Preferred)

Work Location:

• One location