Receptionist, Outpatient Mental Health

Responsibilities

• Answer all incoming calls and check voicemails and emails for clinic
• Assist in scheduling/rescheduling patient appointments
• Greet and assist visitors and patients upon arrival, ensuring a welcoming and professional environment
• Maintain patient confidentiality and uphold HIPAA regulations at all times
• Follow office workflow procedures to ensure maximum efficiency and accuracy in daily operations
• Coincide daily administrative activities, including patient check-in, check-out, and medical record maintenance
• Collect all patient payments and account balances
• Maintain organized and effective filing systems for patient and administrative records
• Monitor and maintain office supplies and cleanliness; ensure common areas (coffee, tea, water, etc.) are clean and well-stocked
• Obtain and record patient medical histories, test results, and other pertinent information in the EHR system (Tebra)
• Prepare and maintain treatment rooms to ensure cleanliness, readiness, and proper supply levels
• Aid mental health providers with basic clinical tasks such as obtaining assessments, taking vital signs, conducting point-of-care testing (urine drug screens, pregnancy tests), and documenting results
• Provide compassionate support and attention to patients and families throughout their visit
• Receive training to assist with patient preparation, scheduling, and monitoring for TMS and Spravato treatments
• Support clinical staff during treatments by ensuring appropriate patient flow, room setup, and documentation
• Educate patients on office procedures related to these services and provide comfort and reassurance during their visits
• Ensure compliance with all manufacturer and FDA treatment monitoring requirements (e.g., observation periods for Spravato)

Qualifications

• High School Diploma required; Medical Assistant Certification a plus
• Prior experience in a medical, specifically behavioral health setting, highly preferred
• Proficient in Google Suites (Docs, Sheets, Calendar)
• Familiarity with Electronic Health Record (EHR) systems preferred but not required, Tebra experience is a plus
• Strong interpersonal, organizational, and communication skills
• Caregiving, patient-focused, and able to maintain professionalism in a fast-paced environment
• Evening availability required; coverage flexibility may be requested
• Detail-oriented with strong multitasking and problem-solving abilities
• Valid CPR/AED certification or ability to obtain during training period
• Ability to operate Brainsway TMS system and pass certification (training and certification provided during initial period of employment)
• Physical Demands: Ability to lift, push, and pull a minimum of 20 lbs - moving and assisting patients and equipment will be required
• Ability to sit or stand for extended periods during shift