Front Desk Administrative Assistant

Job description:

Health in Mind is a mental health group practice currently seeking two friendly, professional, and highly organized Front Desk Administrative Assistants to join our team as in-office team members. This role is client-facing and essential to creating a welcoming and smooth experience for all individuals entering our practice. The successful candidates will have a minimum of 1 year of experience in a front desk, receptionist, or administrative role, preferably in a healthcare or mental health setting.

*We are hiring for two candidates that will work a daytime (8:30 am-2 pm), or evening (1:30 pm-7pm) shift. Monday-Friday*

Knowledge, Skills & Abilities

Knowledge of front desk operations and customer service best practices.

Knowledge of organizational policies, regulations, and procedures.

Skill in managing multiple priorities in a fast-paced, client-facing environment.

Skill in grammar, spelling, and professional written communication.

Skill in establishing and maintaining effective internal and external working relationships.

Ability to communicate clearly and compassionately with patients and team members.

Ability to de-escalate concerns and respond calmly in high-pressure situations.

Ability to maintain confidentiality.

Ability to problem-solve and use sound judgment in real-time situations.

Ability to examine documents for accuracy and completeness.

Accuracy in computer data entry and scheduling systems.

Primary Duties

Greet and check in clients in a warm, professional, and compassionate manner.

Serve as the primary point of contact for all incoming calls, emails, and in-person inquiries. Schedule, confirm, and manage appointments for clinicians using the EHR system (TherapyNotes or similar).

Collect and verify client information, insurance details, and required documentation.

Assist clients with intake paperwork and ensure completion prior to sessions.

Monitor the waiting room to ensure a calm, clean, and welcoming environment.

Coordinate client flow and communicate updates, delays, or changes to clinicians.

Handle cancellations, rescheduling, and general scheduling adjustments.

Maintain accurate and up-to-date client records within the EHR system.

Support basic administrative tasks such as scanning, filing, and supply restocking.

Assist with opening and closing front desk procedures (including preparing the waiting room and securing materials).

Ensure HIPAA compliance and maintain confidentiality at all times.

Participate in team meetings and training as needed.

Minimum Skill Requirements

1 year of experience in a front desk, receptionist, or customer service role (healthcare preferred)

Experience with TherapyNotes or similar EHR (preferred)

Strong customer service and interpersonal skills

Strong organizational and multitasking abilities

Ability to remain calm and professional in a fast-paced environment

Reliable, detail-oriented, and a team player

Physical Demands

Requires sitting, standing, and walking associated with a normal office environment. Frequent use of a computer, phone, and office equipment. May require occasional lifting of office supplies (up to 20 lbs).

Job Terms:

W-2 Employee (with 3 month probationary period)

Work Location:

In-office

Health in Mind Values - All Humans are Important

Every single interaction matters (patients, team members and vendors) - communicate with compassion Seek new perspectives and information when provided the opportunity Together, we make a difference - believe the best in each other Challenges are opportunities to be better - contribute to our shared purpose

We are an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, pregnancy, national origin, age, disability, genetic information, marital status, ancestry, military or veteran status, or any other characteristic or status protected by law. We do not tolerate discrimination or harassment in the workplace.

In all you do, keep your health in mind.

Pay: $18.00 - $20.00 per hour

Application Question(s):

• Are you available to work the daytime or evening shift?

Work Location: In person

Salary : $18 - $20