Administrative Assistant, Child/Adolescent Psych Op

About the role

The Administrative Assistant provides front-desk, clerical, and administrative support to the behavioral health outpatient unit. This role supports clinical and medical staff by ensuring smooth daily operations, accurate documentation handling, and high-quality patient and visitor service.

Responsibilities

• Serves as unit receptionist by greeting, assisting, and directing patients, families, and visitors in a professional and welcoming manner.
• Answers and manages unit telephone system, including transferring calls, taking messages, determining urgency, and paging staff as appropriate.
• Schedules, confirms, and cancels patient appointments as directed.
• Affords assistance with patient registration, intake workflow, and verification of required demographic and insurance information.
• Obtains, reviews, and ensures completion of required intake forms, consent forms, and program documentation in compliance with organizational standards.
• Verifies patient insurance coverage and benefits to determine eligibility for services and communicates relevant information to clinical staff.
• Enters, uploads, organizes, and maintains patient documents within the electronic medical record (EMR) in designated locations.
• Provides general administrative support including typing, photocopying, scanning, and faxing for clinical and medical staff.
• Covers and administrative support to other clerical areas within the unit as needed.
• Completes data entry tasks and special projects assigned by the unit director or leadership team.
• Communicates relevant observations, occurrences, and operational concerns to appropriate staff members in accordance with department procedures.

Qualifications

• High School diploma or equivalent
• Bilingual- English and Spanish (preferred)
• Bachelor’s Degree preferred
• 1-year related experience

Requirements

• Shift- Days -Varies must be flexible with hours schedule needed by department
• Monday – Friday
• Full Time

Skills

Essential functions include serving as unit receptionist, answering and managing unit telephone system, scheduling, confirming, and canceling patient appointments, assisting with patient registration, obtaining, reviewing, and ensuring completion of required intake forms, verifying patient insurance coverage and benefits, entering, uploading, organizing, and maintaining patient documents within the electronic medical record (EMR), providing general administrative support, covering and administrative support to other clerical areas within the unit as needed, completing data entry tasks and special projects assigned by the unit director or leadership team, communicating relevant observations, occurrences, and operational concerns to appropriate staff members in accordance with department procedures, and performing all other duties as assigned.

Benefits and Perks

At RWJBarnabas Health, our employees are at the heart of everything we do. Driven by our Total Wellbeing promise, our market-competitive offerings include comprehensive benefits and resources to support our employees’ physical, emotional, financial, personal, career, and community wellbeing. These benefits and resources include, but are not limited to: Paid Time Off including Vacation, Holidays, and Sick Time, Retirement Plans, Medical and Prescription Drug Insurance, Dental and Vision Insurance, Disability and Life Insurance, Paid Parental Leave, Tuition Reimbursement, Student Loan Planning Support, Flexible Spending Accounts, Wellness Programs, Voluntary Benefits (e.g., Pet Insurance), Community and Volunteer Opportunities, Discounts Through our Partners such as NJ Devils, NJ PAC, and Verizon….and more!