Receptionist/Admin (Scottsdale)

About the role

Lighthouse Psychiatry is a mission-driven outpatient psychiatry practice serving Arizona communities with evidence-based mental health care. The front office is central to patient access, care coordination, and the first impression we provide.

Responsibilities

• Greet patients and visitors; manage check-in/check-out with professionalism and empathy.
• Answer phones, route calls, manage voicemail, and respond to email/portal inquiries.
• Prepare new-patient packets and ensure completion of HIPAA, consent, financial, and intake forms.
• Manage waitlists, cancellations, reschedules, fill open appointments efficiently.
• Schedule new and follow-up appointments by provider criteria (service type, age, insurance, specialty).
• Maintain provider calendars and appointment templates in the EHR.
• Cook up referrals, follow-ups, and multi-visit treatment series.
• Monitor no-shows and late arrivals; perform reminder and rebooking outreach.
• Enter/update demographics, insurance, pharmacy, and contact information in the EHR (records, legal/disability forms, correspondence).
• Process Release of Information (ROI) requests per policy; maintain HIPAA compliance at all times.
• Perform routine chart checks for accuracy and completeness.
• Collect copays/fees, post payments, reconcile daily receipts.
• Verify basic insurance and coordinate with billing on eligibility or account questions.
• Track authorizations and external paperwork; maintain spreadsheets/logs accurately.
• Keep the front office organized; open/close office per protocol.
• Serve as liaison between patients, clinicians, and management.
• Document calls/messages in EHR or internal systems.
• Cross-train on additional office procedures; assist with medical office workflows as needed (training provided).

Requirements

• 2+ years in a medical, mental health, or behavioral health office.
• Experience with EHR/EMR systems (Athenahealth preferred) and Microsoft Office (Word/Excel).
• Excellent organization, attention to detail, and time management.
• Professional written/verbal communication; strong customer service.
• Ability to handle confidential information with discretion.
• Psychiatry or behavioral health experience.
• Insurance verification, authorizations, and basic billing workflows.
• Medical Assistant (MA) certification or clinical support experience.
• High-volume scheduling and document management.

Physical/Functional Requirements

• Ability to stand, walk, stoop, and bend for administrative operations for extended periods.
• Ability to lift up to 25 lbs.
• Visual/auditory acuity for computer work, phone use, and in-person interaction.
• Strict adherence to confidentiality and safety protocols.

Benefits

Employment contingent on completion of applicable background checks and onboarding requirements in accordance with Arizona law. This position is in-office and serves patients across Maricopa County.

Why Lighthouse Psychiatry

We are committed to building a diverse and inclusive workplace. All qualified applicants will receive consideration without regard to protected characteristics. We are a mission-driven behavioral health practice focused on patient-centered care. Our integrative services include psychiatric medication management, counseling, TMS, qEEG, Spravato, ketamine, ADHD testing and treatment, and clinical research of novel treatments. We treat our patients as people.