Front Office Specialist

About the role

Mindfully Psychiatry is seeking a Front Office Specialist to join our Growing practice in Fairfield, Ohio office. You will work with staff, Psychiatrists and Psychiatric Nurse Practitioners across the state, in addition to our home office team. This position plays a key role in patient care, working with our physician and other staff to provide the best in patient care.

Responsibilities

• Answers the telephone promptly and courteously, screen calls, takes messages, provides information, and follows up on patient issues in a timely manner.
• Schedules patient appointments and procedures ordered by the providers.
• Collaborates with other scheduling staff and provider(s) in the coordination of appointment scheduling.
• Provide support to providers by completing OARRS reports, Prior Authorizations, and responding to fax and emails requests for information.
• Follows system and office policies and procedures with special attention to attendance and punctuality, confidentiality, dress code, and safety.
• Completes mandatory education and training to maintain organization and department specific competencies and requirements. Maintains applicable certification/licensure.
• Assists with the Transcranial Magnetic Stimulation service of patients, procedure scheduling, and performing treatments. Doing follow-up on patients as needed.
• Obtain vitals as needed on patients in the office.
• Assisting with other office responsibilities and duties as assigned.

Key responsibilities

• Deliver exceptional patient service by answering calls promptly, managing inquiries, and ensuring timely follow-up on patient needs
• Coordinate care efficiently by scheduling appointments and procedures in collaboration with providers and team members, ensuring providers schedules are consistently utilized and smooth.
• Work closely within a strong, collaborative team environment to support daily operations and patient flow
• Support providers clinically and administratively, including preparing OARRS reports, completing prior authorizations, and managing communication via phone, fax, and email
• Assist with Transcranial Magnetic Stimulation (TMS) services, including assisting with scheduling, administering treatments (upon training and certification), and patient follow-ups.
• Collect and document patient vital signs as needed.
• Maintain high standards for confidentiality, professionalism, attendance, and safety.
• Adapt and contribute to a growing practice by supporting additional office responsibilities as needed.

Minimum qualifications

• Excellent interpersonal and communication skills.
• High School diploma or equivalent.
• Basic knowledge of medications and medical terminology.
• Must have proficient computer skills.

Preferred qualifications

• Graduate of a Medical Assistant program preferred but not required.
• 1-3 years' experience working medical receptionist in a psychiatric office.
• Knowledge of Electronic Health Records systems.
• Knowledge of psychiatry
• Knowledge of Electronic Health Records systems

What we're looking for

• Strong communication skills with a compassionate, patient-focused approach
• Ability to multitask and stay organized in a fast-paced environment
• A team player who thrives in a collaborative, supportive workplace
• Detail-oriented and committed to high-quality work
• Willingness to learn, grow, and maintain required certifications/training

Why join us?

• Be part of a growing practice with ongoing career growth opportunities
• Supportive, team-oriented culture where your voice and contributions matter
• Opportunity to expand your skills in both administrative and clinical areas
• Meaningful work that directly impacts patient care and outcomes

Benefits

• Health, vision, and dental
• Paid time off
• Paid holidays plus floating holiday
• HSA with employer match
• Dependent care FSA
• Employer-paid Life and AD&D insurance
• Employer-paid short-term and long-term disability
• WellWorks wellness program
• Employee assistance program
• 401k with employer match

Pay & schedule

Full-time, working Monday - Friday 8:30 AM - 4pm or 8 AM - 4:30 PM. Pay rate: $18/hr