Front Desk Administrative Assistant

Valley Counseling, LLC, in Elgin, IL, is a beautiful new therapy office that offers therapy to a diverse array of clients ages 3 to the golden ages of geriatrics. We are connected with several educational, spiritual/religious, and healthcare organizations that consistently refer new clients to us.

We seek a skilled and friendly Front Desk Administrative Assistant to join our therapy office team. As the first point of contact for clients and visitors, the ideal candidate will be responsible for providing excellent customer service, managing administrative tasks, insurance billing and enrollment, and ensuring the smooth operation of the Front Desk.

Responsibilities:

• Customer Service: Greet and assist clients and visitors courteously and professionally. Provide information about our services, schedule appointments, and address inquiries. Be knowledgeable about policies and able to communicate them clearly with clients.
• Appointment Scheduling: Manage the appointment calendar and schedule therapy sessions. Coordinate and communicate with therapists to ensure efficient scheduling and notification of new clients and appointment changes.
• Phone and Email Correspondence: Answer phone calls, respond to emails, and relay messages accurately. Maintain clear and effective communication with clients, therapists, and colleagues.
• Office Organization: Maintain a clean and organized Front Desk area. Monitor office supplies as needed.
• Client Intake: Collect and record client information accurately during intake processes using our standardized forms. Ensure all necessary paperwork is sent to the client based on age and needs and filled out entirely before their first appointment, following up with reminders as needed.
• Billing and Payments: Notify the billing department of client payments and assist with billing and insurance inquiries. Assist in contacting clients with balances to arrange payment collection.
• Insurance credentialing and verification: Verify insurance information and confirm client benefits prior to their first appointment. Submit claims and follow up on denied claims. Assist with credentialing therapists with insurance companies.
• Confidentiality: Handle sensitive client information with the utmost confidentiality and ensure compliance with privacy regulations.
• Multitasking: Juggle multiple tasks efficiently, including managing incoming calls, assisting clients, and completing administrative duties simultaneously.
• Problem Resolution: Address client concerns and resolve issues promptly. Collaborate with therapists and management to find solutions to challenges as they arise.
• Team Collaboration: Work closely with therapists, support staff, and management to maintain a cohesive and supportive work environment.

Qualifications:

• High school diploma or equivalent; additional education or certification in office administration is a plus.
• Proven experience in a Front Desk or administrative role, preferably in a healthcare or therapy setting.
• Excellent interpersonal and communication skills.
• Strong organizational and multitasking abilities.
• Proficient in using office software (e.g., Microsoft Office suite).
• Knowledge of electronic health records, specifically the Simple Practice platform, is a plus.
• Knowledge of working with insurance companies, billing insurance, CPT codes, and insurance credentialing preferred.
• Ability to maintain a calm and professional demeanor in a fast-paced environment.
• Knowledge of confidentiality and privacy regulations related to healthcare.

If you are a dedicated and organized individual passionate about providing exceptional customer service, we invite you to apply for the Front Desk Administrative Assistant position at our therapy office. Join us in supporting the well-being of our clients and contributing to a positive and welcoming atmosphere!

Pay ranges from $15 - $30 per hour based on experience.

Job Types: Full-time, Part-time

Expected hours: 20 – 35 per week

Benefits:

• Flexible schedule

Schedule:

• Day shift
• Evening shift
• Monday to Friday
• Morning shift
• No weekends

Work Location: In person