Position Summary

Reporting to the Program Director, the Administrative Assistant serves as the backbone of our administrative operations. This crucial role supports the efficient functioning and delivery of our Partial Hospitalization Program (PHP). The ideal candidate will have strong organizational skills, excellent communication abilities, and a commitment to contributing to the overall success of our PHP. 

Primary duties & responsibilities

• Greet clients, visitors, and staff in a warm and professional manner.

• Answer and direct phone calls, emails, and inquiries promptly and courteously.

• Coordinate and schedule client appointments, ensuring efficient utilization of therapy rooms and resources.

• Communicate appointment details and changes to relevant staff and clients.

• Maintain accurate and organized client records, ensuring confidentiality and compliance with privacy regulations.

• Assist in the creation and maintenance of administrative and program-related documentation.

• Collaborate with the billing department to verify insurance information and obtain pre-authorization for services.

• Assist clients with billing inquiries and provide necessary documentation as needed.

• Assist clinical staff with administrative tasks, including preparing materials for therapy sessions, managing schedules, and coordinating meetings.

• Collaborate with the treatment team to ensure seamless communication and coordination of care.

• Manage office supplies, equipment, and ensure the cleanliness and organization of common areas.

• Liaise with vendors and coordinate maintenance as needed.

• Provide information and assistance to clients and their families regarding program services, scheduling, and general inquiries.

• Maintain a positive and helpful attitude when addressing client needs.

Experience and Professional Qualifications

• High school diploma or equivalent; additional education or certification in office administration is a plus.

• Proven 2 years of experience in administrative roles, preferably in a healthcare or mental health setting.

• Proficiency in office software (Microsoft Office Suite).

• Familiarity with electronic health records (EHR) systems.

• Exceptional organizational and multitasking skills a plus.

• Strong interpersonal and communication skills.

• Demonstrated customer focus perspective.

• Strong organizational skills.

Work environment

This role routinely uses standard office equipment such as computers, phones, photocopiers and fax machines. 

Physical demands

Position does involve local travel on a consistent basis.

Travel

• Within the Virginia area

EEO Statement

Prestige Healthcare Resources, Inc. provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.