Office Administrator

Office Administrator

Position Summary:

The Office Administrator is responsible for managing front desk operations, ensuring a welcoming and professional environment for patients, and providing administrative support to therapists and office staff. This role requires excellent customer service skills, strong organizational abilities, and strict adherence to confidentiality and HIPAA compliance.

Essential Responsibilities:

Patient Support & Front Desk Management

• Answer and direct phone calls professionally, including scheduling and rescheduling appointments.
• Greet and check in patients upon arrival, ensuring a welcoming and professional experience.
• Process patient intake forms and verify insurance details as needed.
• Collect copays and payments, issue receipts, and track balances.

Administrative & Clerical Duties

• Prepare, scan, and maintain patient records and documentation in compliance with HIPAA regulations.
• Manage email correspondence, office communications, and appointment reminders.
• Maintain organized patient files and office records.
• Ensure the lobby and waiting area remain clean, tidy, and well-stocked at all times.
• Sanitize high-touch areas regularly to maintain a safe and professional environment.
• Keep office supplies and materials stocked, ordering replacements as needed.

Billing & Payment Processing

• Accurately process copays, ensuring transactions are recorded properly.
• Assist with basic billing inquiries and direct patients to the billing department when necessary.
• Ensure confidentiality when handling patient financial information.

Scheduling & Appointment Coordination

• Manage daily and recurring patient appointments in the scheduling system.
• Notify therapists of any last-minute cancellations or schedule changes.
• Ensure patients receive appointment reminders and confirmations in a timely manner.

HIPAA Compliance & Confidentiality

• Ensure all patient interactions and recordkeeping adhere to HIPAA regulations.
• Handle sensitive patient information with discretion and professionalism.

Required Qualifications & Skills:

• High school diploma or equivalent (Associate’s degree preferred).
• Strong customer service and communication skills.
• Ability to multitask in a fast-paced environment.
• Proficiency in scheduling software, Microsoft Office (Word, Excel), and email management.
• Strong attention to detail and ability to maintain confidentiality.
• Familiarity with medical billing or insurance verification preferred
• Prior experience in a medical, dental, or therapy office setting preferred

Work Schedule & Environment:

• Typical schedule: Monday – Friday, 10:00 AM – 4:00 PM (with slight flexibility as needed).
• This position requires on-site work in a professional therapy office setting.
• The role may involve sitting for extended periods, light lifting of office supplies, and frequent interaction with patients and staff.

Job Type: Part-time

Pay: $17.28 - $18.40 per hour

Expected hours: 28 – 30 per week

Benefits:

• 401(k) matching
• Flexible schedule

Schedule:

• Day shift
• Monday to Friday
• No nights
• No weekends

Work Location: In person

Salary : $17 - $18