Job Title: Administrative assistant

Job Description:

Hearts and Hands Therapy Services offers a full spectrum of services including physical, occupational, speech, and applied behavior analysis for children from birth through their 21st birthday.

We are seeking a detail-oriented and organized individual to join our administrative team. This person will be responsible for managing all aspects of the intake process for our various locations. This role involves interacting with parents, educating families on our intake process and setting expectations, gathering necessary documentation, tracking progress, and ensuring a smooth transition into our services.

Responsibilities:

• Process Intake Packets: Manage and process intake packets for all locations, ensuring accuracy and completeness.
• Communicate with Parents: Answer phone calls and speak with parents to initiate intake paperwork, explain the process, answer questions, and provide status updates as needed.
• Gather Documentation: Collect all required supporting documentation from parents to complete intake packets.
• Track Progress: Maintain a detailed record of each intake packet's status and requirements for completion.
• Coordinate with Healthcare Providers: Request prescriptions (Rx's) from doctors when necessary for the intake process.
• Data Management: Utilize Excel spreadsheets to track and manage intakes that are in progress.
• Liaise with Insurance Department: Send intake packets to the insurance department for verification and collaborate with the scheduling coordinator to ensure timely completion.
• Collaborate with Administrative Team: Work closely with the administrative team to streamline processes and improve efficiency.
• Email Management: Monitor and respond to the information email listed on our website, as well as manage your own email correspondence related to intake procedures.

Qualifications:

• Strong organizational skills and attention to detail.
• Excellent communication skills, both verbal and written.
• Proficiency in Microsoft Excel and other relevant software.
• Ability to work independently and collaborate effectively with team members.
• Prior experience in a similar role or healthcare administration is preferred.
• Knowledge of insurance verification processes is a plus.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.

Benefits:

• Private medical, vision, and dental options with employer contribution
• Ancillary policies are available, including accident and critical illness
• A $25,000 life insurance policy with options for additional coverage
• Paid time off accrued each pay period (96 hours a year) with tenure-based PTO increases
• 9 paid holidays
• Eligibility to participate in a 401k plan with employer matching

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• AD&D insurance
• Dental insurance
• Dependent health insurance coverage
• Disability insurance
• Free parking
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Healthcare setting:

• Clinic
• Outpatient
• Private practice

Medical specialties:

• Pediatrics

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person