Administrative Assistant

Psychological and Substance Abuse Services, Inc. is seeking Administrative Assitants to join our team in Moreno Valley, CA. We are an outpatient mental health service provider. Our services include diagnosis, prevention, treatment, and management of psychological challenges, emotional distress, and mental health disorders for individuals and groups alike. As a member of our team, you will be an integral part of our vision to help clients feel empowered to live the life they've always envisioned.

Position Duties

Receptionist

• Greet clients, clinicians, administrative staff, and visitors in a warm, professional, and welcoming manner.
• Provide exceptional customer service while creating a positive experience for clients and visitors.
• Maintain strict confidentiality and comply with all applicable privacy regulations, including the Health Insurance Portability and Accountability Act (HIPAA).
• Answer and direct incoming telephone calls, respond to emails, manage faxes, process incoming and outgoing mail, and receive packages.
• Schedule and reschedule client appointments using the practice management system.
• Coordinate meetings as needed.
• Check clients in and out for appointments and assist with routine front office administrative tasks.
• Accurately enter and update client information in the electronic health record (EHR).
• Maintain clear, professional communication with clinicians, administrative staff, and clients.
• Keep the reception/lobby area clean, organized, and presentable at all times.
• Assist with general office operations and perform other administrative duties as assigned.

Treatment/Intake Coordinator

• Coordinate the intake process for new clients, including scheduling appointments and facilitating continuity of care.
• Verify client insurance eligibility and process benefit verifications to determine applicable coverage for services.
• Coordinate communication and information exchange necessary to support continuity of care.
• Schedule initial appointments and communicate relevant scheduling information to clients and clinicians.
• Maintain accurate intake records and document eligibility, benefits, and scheduling updates in the practice management system.
• Communicate with clients, insurance representatives, clinicians, and administrative staff regarding intake and coverage-related matters.
• Follow established office procedures to ensure intake tasks are completed accurately, efficiently, and in a timely manner.
• Maintain client confidentiality and comply with HIPAA and applicable privacy requirements.
• Assist with related administrative duties as assigned.

Practice Management Assistant

• Manage and coordinate administrative and scheduling responsibilities for assigned clinicians.
• Confirm appointments for new clients and support the coordination of new client services.
• Verify client insurance eligibility on a daily basis, as applicable, and identify coverage issues requiring follow-up.
• Assist continuity of care and facilitate communication among clients, clinicians, and other relevant parties as needed.
• Review scheduled appointments and verify that the appropriate Current Procedural Terminology (CPT) codes are documented for billing purposes.
• Identify and communicate discrepancies in appointment information, eligibility, or CPT coding for appropriate follow-up.
• Maintain accurate and up-to-date records in the practice management system.
• Communicate professionally with clinicians, clients, insurance representatives, hospitals, and administrative staff to support efficient practice operations.
• Maintain client confidentiality and comply with HIPAA and applicable privacy requirements.
• Perform additional practice management and administrative duties as assigned.

Minimum Position Requirements

• High school diploma or equivalent (must be at least 18 years of age).
• Past clerical experience working in a medical, behavioral health, or mental health office.
• Proficiency in Microsoft Office (Outlook, Word, Excel, and Teams).
• Bilingual in English and Spanish.
• Excellent customer service and interpersonal communication skills.
• Strong organizational skills with the ability to prioritize multiple tasks in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Demonstrated active listening skills, including asking clarifying questions, communicating relevant information effectively, and receiving feedback constructively.
• Strong attention to detail and ability to work independently while collaborating with a team.
• Professional demeanor and ability to maintain a calm, friendly, and welcoming atmosphere for clients.

Pay: From $23.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Retirement plan
• Vision insurance

Experience:

• Clerical: 2 years (Required)

Language:

• Spanish (Required)

License/Certification:

• Medical Administrative Assistant certification (Preferred)

Work Location: In person