Job Description

Front Office Assistant

Position Requirement: Full-Time

FLSA Status: Non-Exempt

Location: Boulder, CO

Join a leading clinician-led behavioral health company today! OptiMindHealth (OMH) is expanding and seeking compassionate professionals to join our team. Today, OMH provides superior behavioral health services to patients in Massachusetts, Colorado and Montana. Since 2016, we have specialized in serving both adult and adolescent patients in a supportive outpatient environment. Our practice strives to improve access to holistic and cost-effective mental health care while supporting our clinical and administrative staff in all aspects of their work. Our team members define this work as the perfect balance between flexibility and efficiency. This position is an entry level front office assistant role. Preferred candidates will possess a hospitality background from retail/restaurant/service industries with strong focus on customer service. Higher starting salary and growth path for those with more experience and a stable work history. On the job training will be provided for all job duties, which may expand over time. $18-22/hour based on experience.

Primary responsibilities:

The Front Office Assistant position is a multi-faceted role that affords the opportunity to engage patients on both a clinical and personal level. As a Front Office Assistant at OptiMindHealth, you are responsible for facilitating the day-to-day activities of the business office, including but not limited to check-in/check-out of patients, maintenance of patient records, scheduling of patients, accounts receivable, maintaining order and appearance of the office, presentation of financial and treatment care options, and online reputation management activities. 

Reception Management:

• Manage day-to-day operations of Outpatient Mental Health office
• Open and close office according to OMH protocol
• Maintain the office for a neat, professional appearance and make necessary changes
• Check the daily schedule for accuracy and confirm with all providers
• Answer and respond to telephone calls and email correspondences with professionalism
• Review and inventory supplies for the office and provide order to OMH Management.
• Ensure that HIPAA Notice of Privacy Practices and other relevant notice(s) are properly displayed.

Patient Management:

• Maintain a professional reception area; organize patient education materials, etc.
• Greet and welcome patients and visitors to the practice
• Check in patients according to office protocol, verifying and updating patient information
• Manage recall and inactive patient system
• Oversee patient relations; solicit feedback and handle patient complaints, under OMH Management indirect supervision
• Help explain office policy to patients
• Confirm the next day's appointments according to protocol and patient preferences
• Review patient quick-fill list (“Waitlist”) to try to fill in cancellation and no-show appointment times
• Collect payment from patients at the time of treatment
• Make follow-up appointments as needed at the direction of OMH clinician(s)
• Review Financial and Care Contract agreements with patient at end of their appointment

Other Duties:

• Gather and accurately record insurance information from patients, update as necessary
• Accurately file patient information in the practice EHR
• Track cases and referrals to and from other practices
• Sort, organize, and distribute mail
• May assist with the design of marketing and promotional materials (print and electronic)
• May assist with OMH advertising/recruiting ads for new staff
• May assist with OMH office facility management
• Solicit, monitor and respond to online reviews from patients
• Online reputation management of the OMH brand

Leadership & Advancement:

OMH is a growing, clinician-led company with aggressive national expansion goals. Talk with our recruitment team today about the advancement opportunities available to you with OMH.

Requirements:

• High school diploma

Preferred:

• 1+ years of front office experience in a healthcare setting

If you are interested or have questions, Apply today! Our dedicated recruitment team will reach out to you quickly to answer any questions to help you determine if OMH is the right “fit” for you.

The specific statements shown in each section of this Job Description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job's responsibilities/tasks may be modified and/or expanded over time. OMH will inform the employee when changes in the respective job description are made.

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