What are the responsibilities and job description for the Front Office Administration position at Aster Mental Health?
Job Overview:
The Front Office Admin position is responsible for managing patient scheduling, acting as a liaison between patients and providers, performing various administrative tasks to support operations. You may also be cross trained as an Interventional Psychiatry Technician to support our growing clinical needs during . This would only be for coevrage issues.
Key Responsibilities:
Required Skills:
Qualifications:
The Front Office Admin position is responsible for managing patient scheduling, acting as a liaison between patients and providers, performing various administrative tasks to support operations. You may also be cross trained as an Interventional Psychiatry Technician to support our growing clinical needs during . This would only be for coevrage issues.
Key Responsibilities:
- Manage patient scheduling, optimize appointment availability, and ensure a smooth intake process
- Serve as the primary communication point between patients and providers, ensuring timely and clear responses
- Handle administrative tasks related to patient records, documents, forms and other communications
- Maintain a clean and organized office environment
- Effectively prioritize and manage multiple tasks based on urgency
- Work with electronic health records (EHR) to manage patient data
- De-escalate patient conflicts and handle difficult situations with professionalism
- Perform general office duties such as copying, filing, faxing, sorting mail, greeting visitors, and maintaining the office’s cleanliness
- Ensure patient confidentiality in compliance with HIPAA guidelines
- Cross-train to support specialized treatments, including Transcranial Magnetic Stimulation (TMS) and Spravato (training provided)
- On occasion, administer and monitor Transcranial Magnetic Stimulation (TMS) treatments to patients (training provided)
- On occasion, monitor patients undertaking Spravato (Esketamine) treatment during administration and post-administration
- Work with staff and insurance companies as needed to finalize patient paperwork, including Prior Authorizations, prior to treatment
- Manage administrative tasks related to treatment (e.g., scheduling, entering authorizations, etc.)
- Respond to incoming patient inquiries related to interventional psychiatry
- Build relationships with patients during their treatment sessions
- Coordinate patient care with their in-house treatment team
- On occasion, reach out to potential referral sources (therapists, physicians, etc) in the local community to promote our medication management, therapy, TMS, and Esketamine treatment availability
Required Skills:
- Strong critical thinking and problem-solving abilities
- Exceptional attention to detail and accuracy in all tasks
- Excellent organizational and multitasking skills
- Ability to manage stressful situations calmly and professionally
- Ability to recognize and appropriately escalate patient matters
- Proficiency with Google Chrome, MS Word, MS Excel, and typing
- Basic Life Support Certification preferred
- One year of related previous work experience in a psychiatric setting is preferred
- Ability to effectively and fluently speak, read, and write English
- Excellent customer service skills and ability to communicate in a courteous, pleasant and professional manner
- Organizational skills to set priorities and efficiently complete assigned work
- Ability to accurately interpret and utilize basic medical terminology and abbreviations
- Ability to work independently and to make decisions based on department polices and established procedures
- Medical assistant experience of at least 1 year preferred
- Experience administering TMS and/or Spravato to patients preferred
- Displays a "patient first" mentality
- Self-starter and self-manager
- Exemplifies strong work ethic and operates with highest level of integrity in and outside of the office
- Interacts professionally and courteously with all patients, staff, and doctors
- Detail oriented
- Excels at multi-tasking and managing priorities with conflicting demands
Qualifications:
- Degree preferred, but not required
- At least two years of medical reception & administrative medical experience is ideal
- Comfortable using technology, including troubleshooting issues with Google Chrome, MS Office, and typing, with a strong understanding of computer systems and software
- Driver’s license and reliable transportation for occasional coverage of our other office.
- Ability to be based out of Peabody, MA.
- Competitive Hourly Pay
- 401(k)
- 401(k) matching
- Dental insurance
- M-F schedule
- Health insurance
- Excellent Paid time off & Paid Sick Time
- Vision insurance
- In-person
- Outpatient
- Private practice