Administrative Assistant

JOB DESCRIPTION:

Horizon Therapy & Assessment Services is a growing group practice seeking a part-time administrative assistant to join our team. As an organization, HTAS prides itself not only on exceptional client care, but also on building a positive, inclusive working environment that meets the needs of our employees. We are an agency that values openness and collaboration, and we strive to support our employees in achieving a healthy work-life balance. In this role, you will perform a variety of administrative tasks, including light accounting/billing. The right candidate will have a strong work ethic, superior organizational skills, and the ability to initiate tasks independently. HTAS is multiculturally affirming and an equal opportunity employer. We are looking for someone who aligns with our values.

POSITION SUMMARY:

HTAS is seeking a part-time Administrative Assistant who brings strong client communication skills, the ability to manage complex information, and a proactive, solutions-oriented approach to their work. This is a front-facing role that requires professionalism, discretion, and sound judgment. You will be the first point of contact for many clients and referral sources, and your work will directly support the clinical team and the smooth operation of the practice. This position is part-time at approximately 18-25 hours per week, with some in-office presence required a minimum of three days per week. There is potential for expanded hours and advancement as the practice grows. Billing experience is a plus, as this role includes light billing responsibilities.

RESPONSIBILITIES:

Client Communication and Intake:

• Serve as the primary point of contact for current and prospective clients via phone, email, and the practice communication platform
• Respond to inquiries from prospective clients regarding provider availability, insurance coverage, and the therapy process in a warm, professional, and timely manner
• Coordinate scheduling, appointment reminders, and follow-up communications
• Communicate with clients regarding balances due and payment-related matters with sensitivity and clarity

Referral and Community Coordination:

• Manage incoming contacts from referral sources, including providers and community partners, in a professional and organized manner
• Triage communications appropriately and route to the correct clinician or practice owner as needed
• Maintain organized referral tracking and follow through on pending referrals

Administrative Operations:

• Maintain accurate records and documentation within the practice EHR system
• Track and manage insurance claims electronically and perform data entry in support of billing operations
• Contact insurance companies to address claim issues as needed
• Manage office logistics, including supply inventory, mail, and general upkeep of the office space
• Assist in planning and coordinating practice events and staff activities
• Print, prepare, and mail documents and correspondence as needed
• Monitor practice systems and workflows to identify and address gaps, errors, or inefficiencies, and escalate issues to the practice owner as appropriate
• Attend weekly staff meetings and contribute to team projects and workflow improvement initiatives

Compliance and Confidentiality:

• Maintain strict confidentiality of all protected health information in compliance with HIPAA
• Follow practice policies and procedures for records management, communications, and documentation

Qualifications:

• High school diploma or equivalent; associate or bachelor's degree preferred
• Strong verbal and written communication skills, with the ability to communicate professionally with clients, referral sources, and clinical staff
• Highly organized and detail-oriented, with the ability to manage multiple tasks and track complex information simultaneously
• Demonstrated ability to take initiative, identify problems, and implement solutions independently
• Comfortable working with ambiguity and adapting to evolving needs in a growing practice
• Proficient with Google Workspace, Microsoft 365, and general computer systems
• Empathic, compassionate, and able to maintain professional boundaries in a clinical setting
• Prompt and reliable in responding to calls and messages with excellent time management skills
• Commitment to HIPAA compliance and patient confidentiality
• Alignment with HTAS's mission, values, and multiculturally affirming approach

Preferred Skills

• Experience in a healthcare, mental health, or medical office setting
• Familiarity with insurance billing, claims submission, or payer communication
• Experience with electronic health record systems
• Experience using Spruce or similar healthcare communication platforms

ADDITIONAL INFORMATION:

Job Types: Part-time, flexible schedule

Expected hours: 18-25 hours per week

Job Location: Office is located less than 1 mile from I-270 and I-44 Interchange

Pay Range: $20-$25 per hour, DOE

Benefits: HSA; Paid time off

Remote Work: Potential for some work to be done remotely

Interested? Please send your cover letter and resume to stephanie@horizontas.org

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Vision insurance

Ability to Commute:

• St. Louis, MO 63127 (Required)

Ability to Relocate:

• St. Louis, MO 63127: Relocate before starting work (Required)

Work Location: Hybrid remote in St. Louis, MO 63127

Salary : $20 - $25