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Position 1 - PAUSED

Job Title: Front Office Administrator High Point Wellness
Department: Clinic Operations / Administration
Reports To: Clinic Director / Operations Manager

Job Summary: The Front Administrator is the first point of contact for patients and visitors, responsible for providing exceptional customer service and efficient administrative support to ensure smooth clinic operations. This role requires meticulous attention to detail, strong organizational skills, and the ability to manage multiple tasks in a fast-paced healthcare environment. A key responsibility will be mastering the AdvancedMD EHR system to manage patient information and clinic workflows.

Key Responsibilities:

• Patient Scheduling:

  • Schedule and confirm patient appointments efficiently and accurately, optimizing provider schedules. Including TMS ,Spravato, Ped Well child/ sick visits, Labs, Ketamine treatment, etc.

  • Reschedule and cancel appointments as needed, communicating effectively with patients.

  • Manage recall lists and follow-up on missed appointments.

• Patient Enrollment & Registration:

  • Guide new and existing patients through the enrollment process, including accurate data entry into the AdvancedMD EHR.

  • Ensure all necessary consent forms, privacy notices, and patient paperwork are presented, explained, and completed correctly by patients.

  • Benefit Verification: Verify patient insurance eligibility, benefits, and coverage for prescribed treatments, procedures, and medications (e.g., Spravato, Ketamine).

  • Verify patient demographic and insurance information at each visit.

• AdvancedMD EHR Management:

  • Learn, utilize, and become proficient in the AdvancedMD Electronic Health Record (EHR) system for all aspects of front office operations, including but not limited to:

    • Patient registration and demographic updates.

    • Scheduling appointments.

    • Accessing patient charts and insurance information.

    • Documenting patient communications relevant to front office tasks.

    • Managing patient portals.

• Communication & Reception:

  • Professionally answer incoming phone calls, direct inquiries to the appropriate department or personnel (e.g., nurses, billing, other administrative staff).

  • Manage incoming and outgoing faxes, ensuring proper routing and documentation.

  • Greet patients and visitors warmly, manage patient flow in the waiting area, and ensure a positive first impression.

  • Address patient questions and concerns efficiently, escalating to nursing or administrative staff as needed.

• Administrative Support:

  • Maintain organized and accurate patient records.

  • Assist with other administrative duties as assigned, including but not limited to, maintaining office supplies, light filing, and general office tidiness.

  • Adhere to all HIPAA regulations and maintain strict patient confidentiality.

Requirements:

• High school diploma or equivalent; associate's degree or medical office administration certification preferred.

• Proven experience in a customer service or administrative role, preferably in a medical office setting.

• Willingness and aptitude to quickly learn and achieve proficiency in the AdvancedMD EHR system is mandatory.

• Excellent verbal and written communication skills.

• Strong organizational skills and attention to detail.

• Ability to multitask and prioritize effectively in a busy environment.

• Proficient in basic computer applications (e.g., Microsoft Office Suite).

• Professional and compassionate demeanor with a strong patient-centered approach.

• Ability to work independently and as part of a team.

Position 2 - PAUSED

Administrative Assistant - High Point Counseling

Location: High Point Counseling
Employment Type: Full-Time
Reports to: Clinic Manager and Operations Manager
Hours: 30 hours per week, with the potential to increase to 40
Compensation: Based on experience

Position Overview

We are seeking a reliable, self-motivated and detail-oriented Administrative Assistant to support the daily operations of our office. This position ensures that front desk and administrative functions run smoothly, supports client services, and maintains an organized, welcoming office environment.

Key Responsibilities

Coverage

• Ensure phones and the front desk are consistently staffed during business hours.

• Provide professional and timely communication for clients and internal staff.
  
  

Office Supplies & Equipment

• Monitor office supplies and maintain appropriate stock levels.

• Maintain a running list of supplies to reorder as they become low or depleted.

• Review the internal supply request list regularly.

• Ensure all office equipment is operational and report any issues promptly.
  
  

Office Appearance & Hospitality

• Keep the lobby, playroom, and common areas clean, organized, and inviting.

• Ensure beverage fridges are regularly stocked for clients and staff.
  
  

Policy & Procedure Coordination

• Work closely with the Operations Manager and other supervisors to maintain and improve office systems and workflows.

• Help ensure policies and procedures are updated and followed consistently.
  
  

Special Projects

• In addition to the front desk responsibilities, we will give preference to applicants who have experience with or are willing and able to help in specialized projects such as: marketing, grant writing, prior authorizations, working on claims, web design, etc.

Platform & Technology Support

Maintain familiarity with and provide support for:

• Simple Practice

• Therapy Flow

• Trainual

• Weave

• Scan Snap

• SR Fax

• The Receptionist

• Advanced MD

• Company Website

• Internal Website

• Printers, scanners, desktop phones & computers, etc.

Compliance

• Support Medicare compliance tasks, including:
  
  

  • Work closely with the compliance officer.

  • Ensuring staff wear name tags.
    Posting current office hours.
    Updating signage or notifications related to changes in hours or staff coverage.
    
    

Inventory Management

• Maintain a comprehensive inventory of office equipment and supplies.

• Submit inventory reports to the Operations Manager for any required external reporting.
  
  

Qualifications

• High school diploma or equivalent; additional experience and/or qualification as an Administrative Assistant preferred

• Proven experience in an administrative or front office role, preferably in a healthcare or counseling setting.

• Excellent organizational and time management skills.

• Strong communication and interpersonal abilities.

• Attention to detail and problem solving skills

• Comfortable with using and learning various digital platforms.

• Ability to work as part of a team and independently while managing multiple priorities.

• Professional and welcoming demeanor and commitment to maintaining confidentiality.

• Knowledge of basic office equipment, such as printers and scanners, etc.

• Discretion and confidentiality when handling sensitive information.