Administrative Assistant

The Administrative Assistant – Front Desk reports to the Client Operations Manager and plays a key role in ensuring smooth clinic operations and excellent customer service. This position supports both mental health and medical services by providing administrative, clerical, and patient-facing support. The Administrative Assistant greets patients, manages front desk operations, and ensures that all check-in, check-out, and scheduling processes are completed accurately and efficiently.

Primary Responsibilities and Essential Functions of Position

· Greet patients and visitors in a welcoming and professional manner.

· Answer clinic phones promptly and direct calls or messages appropriately.

· Maintain confidentiality of patient information at all times.

· Collect and verify patient demographic and insurance information at each appointment

· Ensure all necessary forms (including HIPAA, consent, and intake forms) are completed and updated as needed.

· Confirm services rendered and complete check-out procedures, including collection of co-pays or outstanding balances.

· Update the electronic health record (EHR) with accurate information at every visit.

· Schedule, reschedule, and cancel patient appointments for Clinicians, psychiatrists, psychiatric nurse practitioners, medical providers.

· Perform daily appointment confirmation by phone, text, or email.

· Contact patients to reschedule no-shows or canceled appointments promptly to maintain continuity of care.

· Monitor provider schedules to ensure coverage and meet productivity targets.

· Complete daily insurance verification using reports generated from the EHR.

· Flag discrepancies and communicate promptly with Client's Operation Manager or Billing Coordinator.

· Assist patients with insurance questions or direct them to the appropriate staff.

· Report all crisis situations or incidents according to clinic and OMH/DOH protocols within required timeframes.

· Participate in staff meetings, administrative supervision, and team discussions as required.

· Provide coverage and support for other administrative staff to ensure uninterrupted clinic operations.

· Follow updated workflows and procedures as directed by supervisor or clinic leadership.

· Position based in Brooklyn; must work onsite.

· Evening or weekend coverage required .

· High school diploma or GED required

· Bilingual in Spanish, Creole, or Russian required .

· Minimum of 2 years' administrative or office support experience in a healthcare, mental health, or medical clinic.

· Familiarity with medical and behavioral health terminology; knowledge of OMH and DOH protocols strongly preferred.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to use EHR systems.

· Strong interpersonal, customer service, and problem-solving skills.

· Excellent verbal and written communication.

· Strong organizational skills with the ability to prioritize tasks in a fast-paced clinic.

· Ability to handle sensitive and confidential information with discretion.

· Reliable, detail-oriented, and able to multitask effectively.

· Team player with the ability to work independently when necessary.

Benefits 

At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect: 

• Rewarding Work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending