Urgent Care Administrative Assistant

About MHA

MHA – Mental Health Association is a nonprofit organization dedicated to helping people live their best life. We provide a wide range of services across Western Massachusetts, including outpatient therapy, substance use recovery, supports for individuals with developmental disabilities or brain injuries, and residential and housing programs. MHA serves individuals impacted by mental illness, substance use, developmental disabilities, brain injuries, and homelessness. Our mission is rooted in inclusion, dignity, and empowering people to lead fulfilling, independent lives.

About BestLife - Emotional Health & Wellness

The BestLife Emotional Health & Wellness Center offers compassionate, person-centered mental health and substance use treatment for individuals, families, and couples. Whether challenges are short-term or ongoing, BestLife provides evidence-based care to support emotional well-being and recovery.

Services include assessments, therapy (individual, group, family, couples), substance use treatment, co-occurring disorder care, medication management, case coordination, and recovery support. Care is delivered by licensed clinicians and overseen by a board-certified psychiatrist.

_______________________________________________________________________________________________

Position Summary

The Urgent Care Administrative Assistant is responsible for managing the front desk operations at a community behavioral health clinic. Key duties include registering new clients, ensuring a welcoming and efficient check-in and check-out process, and conducting daily billing procedures using an electronic health record (EHR) and electronic billing system. This role involves close collaboration with the Clinic Director to identify and address office needs. Evening shifts throughout the week and Saturday shifts are required, with all work conducted on-site at the Outpatient Clinic.

Pay Rate: $23 an hour

Open Schedule : Full-time (40 hours), Required availability Monday through Thursday from 5:00 PM–7:00 PM and 2nd & 4th Saturday of the month from 9:00 AM–1:00 PM. (Remaining hours are flexible)

Key Responsibilities

• Coordinate client intake and referrals by registering individuals in the EHR, verifying insurance eligibility, and scheduling initial appointments in collaboration with the clinical team.
• Greet and check in clients, families, and community partners, providing a professional and welcoming front-office experience.
• Maintain accurate, timely, and compliant records in the EHR, including scanning and uploading documentation.
• Verify insurance eligibility and prepare, enter, and submit billing information in coordination with leadership and the Fiscal Department.
• Send appointment reminders and support efficient clinic scheduling and operations.
• Coordinate meetings, record minutes, and serve as a liaison between internal departments, vendors, and external partners.
• Provide administrative support to supervisors and staff, including data management, report preparation, and general office coordination.
• Participate in licensing and accreditation processes while upholding the agency’s mission, values, and regulatory standards; perform other duties as assigned.

Equal Opportunity Statement

The Mental Health Association is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Requirements

• Customer service experience, strong skills in front desk management, insurance eligibility verification, EHR utilization, and computer proficiency.
• Bilingual capabilities are preferred.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (403B, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Long Term Disability
• $23 an hour