Clinical Admin Support

Psychiatrist Administrative Assistant

Job Title: Psychiatrist Administrative Assistant
Location: Relate Counseling Center, Minnetonka, MN
Department: Psychiatry
Reports To: Psychiatrist / Clinical Services Director
FLSA Status: Non-Exempt
Salary: $16.00 - $23.00 per hour, commensurate with experience and qualifications
Schedule: Full-time, Monday through Friday 40 hours per week

Job Summary

The Psychiatrist Administrative Assistant provides comprehensive administrative support to the psychiatrist and the psychiatry department. This role includes managing patient scheduling, maintaining accurate medical records, facilitating communication between the psychiatrist and patients, and ensuring compliance with clinical and operational protocols. The ideal candidate will be organized, detail-oriented, and skilled in managing sensitive information.

Essential Duties and Responsibilities

Scheduling and Patient Coordination:

• Manage and schedule patient appointments, follow-ups, and reminders.
• Coordinate with other departments to ensure seamless patient care.
• Communicate appointment details and instructions to patients.

Administrative Support:

• Prepare, organize, and maintain patient records and charts in compliance with HIPAA regulations.
• Assist with the preparation of reports, correspondence, and other documents.
• Process and verify patient referrals and pre-authorization for treatments or procedures.

Billing and Insurance:

• Verify patient insurance information and assist with claims or billing inquiries.
• Coordinate with the billing department to resolve outstanding balances or discrepancies.

Communication and Coordination:

• Serve as the primary point of contact between the psychiatrist, patients, and external providers.
• Relay messages and manage correspondence promptly and accurately.
• Coordinate psychiatry-related meetings, including preparing agendas and taking notes as needed.

Compliance and Record Keeping:

• Maintain accurate and up-to-date medical records in electronic health systems.
• Ensure adherence to all clinic policies and procedures, including HIPAA and confidentiality requirements.

Performance Metrics

Success in this role will be measured by:

• Accuracy and timeliness in scheduling and patient coordination.
• Compliance with HIPAA and organizational record-keeping standards.
• Positive feedback from the psychiatrist, patients, and other team members regarding communication and support.

Qualifications

Education

• High school diploma or equivalent is required.
• Associate’s degree in administrative support, healthcare administration, or a related field is preferred.

Experience

• Minimum of 2 years of administrative experience in a medical or mental health setting is preferred.
• Familiarity with medical terminology and insurance procedures is highly desirable.

Skills

• Strong organizational and time-management skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with electronic health record (EHR) systems is preferred.
• Excellent interpersonal and communication skills.
• Ability to handle sensitive and confidential information with professionalism.

Tools and Technology

• Microsoft Office Suite (Word, Excel, Outlook).
• Electronic health record (EHR) systems (e.g., Procentive or similar platforms).

Physical Demands

The position may require sitting for extended periods and light lifting of materials such as files or office supplies. Reasonable accommodations will be provided to enable individuals with disabilities to perform essential job functions.

Travel

Occasional travel to other clinic locations or external meetings may be required.

EEOC Statement

Relate Counseling Center is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Disclaimer

This job description is intended to outline the general responsibilities of the Psychiatrist Administrative Assistant role. It is not an exhaustive list of all duties, and the organization reserves the right to modify this description as needed. Employment remains at will.

Education

• High school diploma or equivalent (required)
  
• Associate’s degree in healthcare administration, administrative support, or a related field (preferred)
  

Experience

• Minimum of 2 years of administrative experience in a medical or mental health setting (preferred)
  
• Familiarity with medical terminology, patient scheduling, and insurance procedures is highly desirable
  

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
  
• Experience using Electronic Health Record (EHR) systems (e.g., Procentive or similar platforms) (preferred)
  

Core Competencies

• Strong organizational and time-management skills
  
• Excellent written and verbal communication abilities
  
• High attention to detail and accuracy
  
• Ability to handle confidential and sensitive information with professionalism
  
• Capacity to multitask and work independently in a fast-paced clinical setting
  

Other Requirements

• Understanding of HIPAA regulations and confidentiality standards
  
• Willingness to travel occasionally to other clinic sites or external meetings (as needed)
  
• Ability to sit for extended periods and occasionally lift office materials (reasonable accommodations provided)