Front Office Associate

4 weeks ago


San Antonio, Texas, United States InMindOut Emotional Wellness Center, LLC Full time
About InMindOut Emotional Wellness Center, LLC

We are a leading mental health facility dedicated to providing the highest standard of emotional wellness products and services. Our mission is to empower individuals to take control of their mental health and well-being.

Job Summary

We are seeking a highly skilled and detail-oriented Front Office Associate to join our team in the Shavano Park office. As a key member of our administrative team, you will be responsible for ensuring an exceptional client experience by performing a variety of administrative duties that support our client, clinical, billing, and management teams.

Key Responsibilities
  • Client Experience
    • Ensure excellent client experience through consistent execution of business processes
    • Welcome visitors and clients to the practice
    • Answer phones with professionalism and courtesy
  • Practice Operations
    • Open and close practice facilities
    • Check-in and out in-person clients
    • Collect copays for in-person and virtual clients
  • Administrative Support
    • Schedule client appointments
    • Updating and maintaining client information in PM software
    • Log non-client visitors and report to management
    • Process clinician requests
    • Be knowledgeable of the clinician's schedule preferences and restrictions
    • Be knowledgeable of client needs and potential scheduling opportunities
    • Process requests for medical records, subpoenas, letters, and any other requested materials following HIPAA standards approved by the supervisor
    • Send faxes to clients or care team when appropriate
    • Receive and process incoming faxes
    • Contact, survey, and track clients who have discontinued services
    • Coordinating with the billing department
    • Receive client complaints, resolve them, or direct to the supervisor
    • Create charts for new clients
    • Process all new client intakes with strong attention to detail
    • Provide client transfers for exiting therapists
    • Track referrals & provide list to management
    • Respond to client inquiry emails as they occur
    • Monitors and maintains office supplies lists
    • Maintain and update office appearance to meet standards as determined by management
    • Maintain a clean and professional workspace
    • Perform secondary tasks including but not limited to insurance verification, client form verification, administration of additional client programs, billing support, etc.
  • Requirements
    • Candidates should have a minimum of 1-year experience in a similar role and must possess significant knowledge and abilities to successfully perform the responsibilities listed
    • Bilingual and relevant education and/or training will be considered a plus
    Preferred Requirements
    • Advanced MD EMR software
    • Proficient with Microsoft Office and Teams
    Equal Opportunity Employer

InMindOut Emotional Wellness Center, LLC is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.

Salary

$17.00 per hour



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