Part-time Front Desk Administrative Specialist

Job Summary:

We are seeking a dynamic individual to join our team as a Front Desk Administrative Specialist. The Front Desk Administrative Specialist will deliver excellent customer service to clients, staff, and the community, whether in person, over the phone, or via email. This role is vital in maintaining the smooth operation of front desk responsibilities, scheduling, client intakes, and office management. Must be available to start work at 9:00 AM Mon-Fri

The mission of Wellness Tree Counseling is to promote wellness through a culturally sensitive lens so that individuals, families and communities are encouraged to rise to their full potential and engage life in meaningful ways. We value treating our clients and community with C.A.R.E. (Compassion, Affirming, Respect, & Empathy)

Why Choose Us!

Wellness starts with us! At Wellness Tree Counseling, we prioritize and support the personal and professional development of our employees. We enhance employee wellness through a comprehensive wellness benefits package, flexible schedules, and a collaborative work environment. Join our team dedicated to nurturing your professional and personal development.

Duties/Responsibilities:

• Provide a warm and professional welcome to clients, both in person and over the phone. Act as the first point of contact, ensuring a positive experience for every visitor.
• Efficiently schedules client appointments, including intakes, and manages the provider calendars to ensure optimal use of time and resources.
• Sends welcome emails and initial client documentation, ensuring all necessary forms are completed and submitted before the initial appointment.
• Verifies client insurance benefits before their first session using insurance websites or contact numbers listed on the insurance card.
• Handles payment collection, invoicing and posting into practice software
• Responds to phone calls, emails, and messages within 24 hours, or sooner when necessary, ensuring prompt and clear communication with clients and staff.
• Acst as a resource for clients and providers regarding intake procedures, scheduling, and general inquiries.
• Manages practice newsletters and email campaigns
• Maintains a clean, organized office environment, ensuring supplies are stocked and ordered as needed to support smooth operations.
• Assists clinicians and staff with administrative tasks, including faxing and managing documents as needed.
• Consistently demonstrates excellent attendance, punctuality, and adherence to health and safety procedures.
• Performs other related duties as assigned.

Required Skills/Abilities:

• Displays excellent interpersonal skills, maintaining a friendly and professional demeanor with clients, staff, and community members.
• Ability to prioritize multiple tasks and perform them efficiently, while being adaptable to unexpected changes.
• Strong oral and written communication skills with a focus on clear and courteous interaction. Demonstrate excellent telephone etiquette.
• Understanding of medical terminology and private insurance processes, particularly in the context of mental health services.
• Proficiency in TherapyNotes or other Electronic Health Record (EHR) systems, as well as Microsoft Office Suite (Word, Excel, Outlook), video conferencing platforms, and general office equipment.
• Familiarity with mental health concerns in the BIPOC community is highly preferred to better serve a diverse client base.
• Ability to work effectively as part of a team, collaborating with clinicians, staff, and management to ensure the highest quality of care.
• Openness to training and development opportunities to further enhance skills in mental health administrative support and client relations.
• Promotes a positive and collaborative atmosphere within the practice, with a focus on client care and employee well-being.

Education and Experience:

• High school diploma or equivalent.
• An associate’s or bachelor’s degree in a relevant field (e.g., healthcare administration, business, or psychology) is preferred but not mandatory.
• A minimum of 1-2 years of administrative experience in a healthcare or mental health setting is preferred.
• Experience with client management systems, scheduling, and insurance verification, especially in a private practice or medical environment, is a plus.
• Previous experience working with electronic health record (EHR) systems, such as TherapyNotes, is highly desirable.
• Experience or familiarity with working in diverse cultural settings, especially understanding mental health concerns in BIPOC communities, is a strong asset.

Physical Requirements:

• Must be able to lift up to 15 pounds.
• Ability to sit, stand, and walk for extended periods while performing job duties, including greeting clients and managing office tasks.
• Frequent use of hands and fingers to operate office equipment, including phones, computers, fax machines, and filing systems.
• Clear vision is required to read and input information into computer systems. Hearing must be adequate to answer phones and communicate with clients and staff effectively.
• Must be able to speak clearly and communicate effectively in person, over the phone, and in writing

Job Type: Part-time

Pay: $17.00 - $20.00 per hour

Expected hours: 25 – 30 per week

Benefits:

• Employee discount
• Professional development assistance
• Tuition reimbursement

Schedule:

• Day shift
• Evening shift
• Monday to Friday
• Morning shift
• Weekends as needed

Experience:

• Medical receptionist: 1 year (Required)
• Insurance verification: 1 year (Required)
• Schedule management: 1 year (Required)
• EHR systems: 1 year (Preferred)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Rego Park, NY 11374 (Required)

Willingness to travel:

• 100% (Required)

Work Location: In person

Salary : $17 - $20