Secretary

Position Summary

The Secretary supports front office operations in a high-volume integrated healthcare setting, including behavioral health and medical services. Serving as the first point of contact for clients, this role ensures high-quality customer service while maintaining accurate workflows and administrative processes.

Essential Duties And Responsibilities

• Lives out the INcompass Healthcare promise by consistently displaying compassion, treating all with dignity, and providing exceptional care for everyone.
• Incorporates the six principles of trauma informed care throughout all aspects of their work.
• Serve as the first point of contact by greeting clients and visitors, answering and routing calls, and maintaining a calm, organized, and welcoming front office environment.
• Manage check-in and check-out processes in accordance with established workflows and compliance standards, including HIPAA requirements.
• Schedule, reschedule, and cancel appointments while monitoring provider schedules to minimize gaps and support productivity.
• Ensure demographic, insurance, and guarantor information is accurate and complete at each visit; obtain and update required consents and documentation.
• Collect outstanding balances at time of service and balance daily payments in accordance with cash handling procedures.
• Process incoming and outgoing mail, faxes, electronic documents, and maintain accurate record documentation within the electronic health record.
• Provide administrative support to programs and clinicians according to established workflows.
• Maintain office supply inventory and coordinate required safety drills with the Office Manager, ensuring proper documentation.
• Maintain consistent and reliable attendance to ensure appropriate front desk coverage.
• Demonstrate flexibility and adaptability in response to workflow changes, system updates, and shifting operational needs.
• Communicate professionally and collaborate effectively with team members and leadership across departments.
• Accept feedback constructively and adjust performance accordingly.
• Perform other duties as assigned by the Office Manager.

Minimum Qualifications (Knowledge, Skills, And Abilities)

• A high school diploma or equivalent required.
• Minimum 1–2 years of administrative, healthcare, or customer service experience.
• Strong interpersonal and communication skills.
• Demonstrated ability to manage multiple responsibilities with attention to detail.
• Ability to work independently while contributing to a team-based environment.
• Basic proficiency with Microsoft Office and electronic health record systems.