Administrative Assistant, Outpatient Services

The Administrative Assistant, Outpatient Services is responsible for receiving and properly routing all phone calls and guests during operating hours; scheduling initial interviews, individual meetings and group sessions, managing our medical billing and collections with our finance department and billing partner, and working closely with all departments to ensure timely response to client needs.

Essential Responsibilities:

• Greet all internal and external clients with a professional and pleasant demeanor; answer all calls within two rings, professionally and pleasantly with welcoming tone; properly route calls to correct department, including the name and affiliation for reference.
• Escort client to appointment area
• Gather and route voice messages daily from the general mailbox and conference mailbox.
• Perform daily office tasks, including but not limited to scheduling, individual room and group setup and breakdowns, taking role and attendance for each session, uploading, and distributing to appropriate party.
• Print paperwork and create folders for upcoming appointments as needed; prepare Director Prep forms for upcoming appointments.
• Maintaining records in database and assisting Outpatient Clinical Director with various tasks
• Responsible for entire registration paperwork process including, but not limited to, uploading paperwork into database, and filling out required information, sending receipt of paperwork email to client as needed, cross check referrals and alerting appropriate parties as needed.
• Support database maintenance and accuracy and process all data entry.
• Prepare client billing and assist with collection of payment.
• Make deposits as needed.
• Purchasing and managing necessary program and hospitality-based supplies
• Creating and leading a check-in flow for evening IOP sessions.
• Follow-up with clients as they miss appointments to help maintain retention within the program
• Assist as needed in conducting research, preparing reports, handling information requests, and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings; receive and evaluate incoming phone calls, memos, submissions, and reports in order to determine their significance and plan their distribution.
• Responsible for final close of facility and general pick up as needed.

Hours for this role are:

Monday, Tuesday, and Thursday: 12:00 pm – 9:00 pm

Wednesday and Friday: 8:00 am – 5:00 pm

Requirements:

High school education with college level training preferred; 2+ years of experience preferred in a similar administrative and medical billing role; Ability to prioritize tasks and incoming calls required; Pleasant and professional phone voice required; Ability to be extremely discreet with clientele and hold to highest level of confidentiality

Job Type: Full-time

Pay: $18.00 - $21.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Evening shift
• Monday to Friday

Ability to Relocate:

• Nashville, TN 37209: Relocate before starting work (Required)

Work Location: In person