Executive Administrative Assistant & Patient Care Coordinator

Executive Administrative Assistant & Patient Care Coordinator

Diamond Psychiatry and Therapy Group

Location: Ridgewood, New Jersey
Employment Type: Full-Time, W-2
Schedule: Monday–Friday, with potential Saturday hours
Work Arrangement: Primarily in-person
Compensation: Competitive hourly pay based on qualifications and experience

About Us

Diamond Psychiatry & Therapy Group is well-known psychiatric and mental health practice dedicated to providing compassionate, personalized, and high-quality care to children, adolescents, and adults.

We are seeking a highly organized, dependable, professional, and personable Patient Care Coordinator and Executive Administrative Assistant to support our daily operations, assist patients and families, and work closely with our clinical and executive leadership teams.

The ideal candidate is detail-oriented, technologically proficient, an excellent communicator, and capable of managing multiple responsibilities in a busy healthcare environment while maintaining the highest standards of professionalism, confidentiality, and patient service.

Key Responsibilities

1. Patient Scheduling & Coordination

• Schedule, confirm, reschedule, and coordinate new and follow-up patient appointments.
• Manage provider calendars and appointment availability.
• Coordinate in-person and telehealth appointments.
• Communicate with patients regarding appointments, intake procedures, and practice policies.
• Monitor appointment cancellations, no-shows, and scheduling conflicts.
• Maintain accurate and synchronized schedules across practice management platforms.
• Assist new patients and families throughout the intake and onboarding process.

2. Front Desk & Patient Relations

• Serve as a welcoming and professional first point of contact for patients, families, and visitors.
• Answer incoming calls, emails, text messages, and patient portal inquiries promptly.
• Greet patients and assist with check-in and check-out procedures.
• Respond to general questions regarding services, scheduling, payment policies, and office procedures.
• Handle sensitive patient concerns with discretion, empathy, and professionalism.
• Maintain an organized, welcoming, and professional office environment.
• Escalate urgent clinical questions or safety concerns promptly to the appropriate licensed clinician.

3. Billing & Financial Administration

• Process patient payments, invoices, receipts, and account statements.
• Assist with insurance verification, eligibility checks, and billing coordination.
• Monitor outstanding patient balances and follow up on payments professionally.
• Prepare and distribute superbills for out-of-network reimbursement when applicable.
• Coordinate insurance-related administrative matters and assist with claim follow-up.
• Maintain accurate billing and payment records.
• Communicate with patients regarding financial policies and billing questions.
• Identify billing discrepancies and refer complex matters to management or billing specialists.

4. Executive & Administrative Support

• Provide direct administrative support to the practice owners and executive leadership.
• Manage executive calendars, meetings, correspondence, and administrative priorities.
• Prepare professional emails, letters, reports, and other business documents.
• Assist with employee onboarding, administrative paperwork, and staff coordination.
• Support internal projects, operational improvements, and organizational initiatives.
• Maintain organized electronic files and administrative records.
• Coordinate communications with vendors, business partners, healthcare professionals, and outside organizations.
• Track deadlines, outstanding tasks, and follow-up items.
• Assist with other administrative responsibilities as assigned.

5. Electronic Health Records & Office Operations

• Utilize electronic health record (EHR) and practice management systems.
• Assist patients with completing intake forms, consents, and administrative documentation.
• Maintain accurate demographic, contact, and insurance information.
• Coordinate administrative workflows across SimplePractice, Headway, and other practice systems.
• Support efficient communication between patients, clinicians, and management.
• Maintain patient confidentiality and comply with HIPAA and applicable privacy requirements.
• Identify opportunities to improve patient experience and operational efficiency.

Qualifications Required

• High school diploma or equivalent.
• Strong organizational, multitasking, and time-management skills.
• Excellent written and verbal communication skills.
• Professional, courteous, patient-centered approach.
• Proficiency with computers, email, scheduling software, and Microsoft Office or Google Workspace.
• Ability to handle confidential information with discretion.
• Strong attention to detail and ability to work independently.
• Reliable attendance, punctuality, and accountability.
• Ability to prioritize responsibilities in a fast-paced professional environment.

Preferred

• Associate's or bachelor's degree in business administration, healthcare administration, or a related field.
• Previous experience in a medical office, psychiatric practice, or behavioral health setting.
• Experience with medical billing, insurance verification, and patient financial coordination.
• Familiarity with SimplePractice, Headway, or similar EHR systems.
• Previous experience as an executive assistant, medical receptionist, patient coordinator, or healthcare administrative professional.
• Knowledge of HIPAA requirements and healthcare office procedures.
• Experience supporting multiple clinicians or office locations.

Ideal Candidate

We are particularly interested in someone who:

• Is warm, welcoming, and genuinely enjoys helping patients and families.
• Takes ownership of responsibilities and follows through without constant supervision.
• Can manage several priorities while maintaining accuracy and professionalism.
• Communicates clearly and responds promptly.
• Is proactive in identifying and resolving administrative challenges.
• Demonstrates sound judgment, discretion, and integrity.
• Is comfortable learning new technologies and adapting to changing operational needs.
• Is interested in building a long-term professional relationship with a growing healthcare organization.

What We Offer

• A supportive and professional working environment.
• Opportunities to work closely with experienced psychiatric providers and practice leadership.
• Meaningful work supporting patients and families seeking mental healthcare.
• Training on practice management systems and office procedures.
• Opportunities for professional development and increased responsibilities as the practices grow.
• Competitive compensation based on qualifications and experience.

How to Apply

Interested candidates are encouraged to submit their resume and a brief introduction describing their relevant experience, availability, and interest in the position.

Please send applications to:

[email protected]

Subject: Executive Administrative Assistant & Patient Care Coordinator Application

We look forward to welcoming a motivated and dedicated professional to our growing team.
Diamond Psychiatry and Therapy Group

Pay: $36,706.00 - $50,000.00 per year

Work Location: In person