Admin Assistant

Job Description

Job Description

Salary: From $17.00 per hour

Join our growing mental health team at Embrace Pathways and make a meaningful impact in the lives of individuals and families. We are seeking a compassionate, organized, and customer-focused Administrative Assistant to support our clinicians and provide exceptional service to our clients.

KEY RESPONSIBILITIES
Patient Services

• Monitor the waiting area and ensure a safe, welcoming environment for all clients and visitors.

• Monitor and promptly respond to help request notifications submitted by clients through the clinic's app, providing appropriate in-person or administrative assistance as needed.

• Respond to patient inquiries with sensitivity and professionalism, consistent with the clinic's commitment to mental health support.

Scheduling & Coordination

• Handle appointment cancellations and rescheduling in a timely and organized manner.

• Coordinate with clinical staff to optimize daily schedules and minimize patient wait times.

Administrative Operations

• Answer incoming phone calls, route inquiries appropriately, and manage voicemail communications.

• Collect, sort, and distribute incoming mail; prepare and send outgoing correspondence as needed.

• Order, track, and maintain adequate office supply inventory to ensure uninterrupted clinic operations.

• Complete administrative paperwork accurately, including patient intake forms, insurance documentation, and other clinic records.

• Maintain organized filing systems for both physical and electronic records in compliance with HIPAA requirements.

• Utilize office software including Microsoft Office Suite and Google Docs to prepare documents, spreadsheets, and correspondence.

• Perform data entry and maintain up-to-date patient records in the electronic health record (EHR) system.

• Support the clinical team with general administrative tasks as assigned.

EXPERIENCE & COMPETENCY REQUIREMENTS
Experience requirements may vary depending on the clinic's needs. The following qualifications and competencies are generally beneficial for this role:

• Communication Skills: Strong interpersonal and communication skills are essential.

• Computer Skills: Proficiency in using office software, electronic medical record (EMR) systems, and scheduling software is typically required.

• Confidentiality: A thorough understanding of the importance of patient confidentiality and strict compliance with HIPAA regulations is mandatory.

• Problem-Solving: The ability to handle challenging situations such as upset patients or scheduling conflicts with patience and effective problem-solving skills.

• Organizational Skills: Strong organizational skills to manage appointments, patient records, and administrative tasks efficiently.

• Multitasking: The capacity to handle multiple tasks simultaneously, such as answering phones while managing administrative paperwork or responding to help request notifications.

• Cultural Sensitivity: Awareness and sensitivity to cultural and diverse backgrounds to ensure equitable, respectful service to all patients.

SCHEDULE

• Monday through Friday, 12:00 PM 8:00 PM

• Saturdays: 9:00 AM 2:00 PM

• Shift types: Afternoon shift, Morning shift

• Rotating weekends required; additional weekends as needed

WORK LOCATIONS
This position requires the ability to commute to and work at both clinic locations:

• Peabody, MA 01960 (Required)

• Malden, MA 02148 (Required)

Benefits (Full time Employee):

• 401(k) Retirement Plan
• Health insurance
• Vision insurance
• Dental insurance
• Life insurance
• Flexible schedule (Offered to Part time)
• Mileage reimbursement (Offered to Part time)
• Paid time off (Offered to Part time)