RESUMES WITHOUT A COVER LETTER WILL NOT BE CONSIDERED.

We are a physician-owned integrative mental health and wellness clinic looking for a positive and compassionate professional who is ready to dive into the front desk roles and responsibilities of our busy clinic! This role will support 3 mental health providers, 1 aesthetic nurse, and participate in our TMS coordination of care and services. This is a key role in our medical office, and we are looking for someone with strong administrative skills and experience in a healthcare setting.

Working together efficiently as a team at our office is extremely important. Therefore, good communication skills and an upbeat attitude are a must-have. Candidates should have administrative skills such as MS Word, Gmail, Excel, etc and knowledge of social media is a bonus. Must have excellent organizational skills to track the many tasks happening during the day.

Our office aims to provide an extremely high-quality experience with concierge level of customer service and care. From the first booking experience to treatment and on to check-out, we strive to provide a seamless, personalized process.

--Hospitality experience or experience in a professional service industry is preferred.

--Experience as personal or executive assistant a plus as you will often be coordinating directly with the phsycian-owner for scheduling and business development tasks.

--Medical billing or practice management experience a plus

To be successful here, candidates should be kind, self-starters, resourceful and VERY attentive to detail and organized.

This position's roles include but are not limited to:

• Maintaining multiple provider's schedules and actively booking new patients
• Answering front office phone calls and communicating promptly and professionally.
• Maintaining communication with different referral programs we work with weekly to coordinate care
• Input new patient information into EMR, verifying benefits daily, and coordinating scheduling of initial visits quickly and efficiently.
• Ensuring office is fully stocked with proper equipment and supplies, alerting practice manager when supplies need to be ordered.
• Processing payments, co-pays, deductibles and generating superbills as needed daily
• Educate patients regarding our integrative approach, treatments, and processes.
• Coordinate with marketing team to support lead generation efforts.
• Collaborate with the Medical Director and leadership team to improve provider and patient satisfaction.
• Address patient-related issues and assist leadership team to solve these issues.
• Respond appropriately and expeditiously to any emergencies or urgent issues as they arise and bring to leadership attention.
• Handle inquiries and messages via all channels (phone, email, SMS, social media, online chat, etc), in a timely, friendly, and professional manner.
• Training to be provided for TMS scheduling, patient care coordination, education for TMS services, and verification process for timely and efficient scheduling of TMS patients.
• Follow up on pending prior authorizations and escalate any issues or delays to the Practice Manager.
• Provide patients with updates as needed via phone or email for any rescheduled visits, pending referrals, and updates on refills and prior authorization statuses.
• Document and track prior authorization activities in the clinic's electronic medical records (EMR) system accurately and confidentially.
• Perform other duties as may be assigned by the clinic team, nursing, or physician.
• Uphold strict confidentiality and compliance with HIPAA regulations.

This is a full-time, salaried position specifically looking for someone with availability Monday through Friday on-site in Newport Beach. No weekends or remote options. Because we are a small office, schedule consistency and reliability is a key feature in our search, as you will often be opening the office each morning.

We pay very competitively for this position as we are looking for someone top-notch, experienced, reliable, who is a go-getter and can transition into this role quickly and confidently.

Please no calls or emails.

IMPORTANT TO NOTE: Candidates who do not submit a cover letter answering the questions below will NOT be considered.

Job Type: Full-time

Pay: $24.00 - $28.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift

Experience:

• Mental Health: 1 year (Preferred)
• Medical office: 2 years (Required)
• Customer service: 2 years (Required)

Ability to Relocate:

• Newport Beach, CA 92663: Relocate before starting work (Required)

Job-related location requirement:

• Candidates must be within a 25-mile radius.

Work Location: In person