Uplands Counseling Associates (UCA) is a busy private practice mental health clinic seeking a full-time Office Administrator/Receptionist to support our thriving clinic!

The Office Administrator/Receptionist will use their welcoming professional demeanor and organizational skills to positively impact others’ mental health. As a first point of contact for those seeking therapy services, our administrative staff are crucial in ensuring clients feel respected, supported, and well-informed throughout their clinic experiences.

Excellent interpersonal and communication skills (written, verbal and listening), a BA/BS, Associate’s Degree, or demonstrated experience plus a high school diploma/GED, along with passing a background check are essential. The Receptionist/Office Administrator will demonstrate strong problem-solving skills, attention to detail, excellent time management, and ideally have experience with multi-line phone systems, Gmail, Microsoft Office, and general computer and Internet literacy skills. Additional experience with health clinic-based scheduling or intake coordination (e.g. for hospital, medical, or dentist practice patients) or with insurance verification and benefits eligibility checking is highly valued, but not required.

This individual will exhibit discretion and professionalism in a confidential, HIPAA-compliant office setting.

Core duties:

• Follow HIPAA requirements for confidentiality and privacy of clients’ information at all times.
• Field initial inquiries for therapy services via phone and email and use guidelines/training to match incoming clients to therapists.
• Send and track initial paperwork for prospective/new clients seen in person and via telehealth. This core duty also presents an opportunity to design more effective tracking systems for this process and/or to track data that can be used to improve the matching of providers with those seeking services.
• File, fax, copy, mail, scan, and upload documents.
• Reception duties include: greeting clients, completing check-in/check-out, handling mail, answering phones, & responding to general clinic voicemail/email messages.
• Communicate with clinicians about schedule changes, billing and insurance matters.
• Accept, document, and post payments using billing/payment software. Respond to client inquiries and billing questions.
• Assist with confirming insurance eligibility and benefits.
• Create new patient profiles, gathering, and entering necessary patient registration information using practice management software.
• Work on special projects as assigned, and as time allows, give other position duties. For example, areas of need for such projects could include: assisting with credentialing providers and tracking timelines of related important tasks; organizing documents and data shared in clinic’s Google Drives; learning and helping clinciains learn and use effective workflows for using our TheraNest practice management/EHR software; assisting with building-out forms in that environment; helping to assess/suggest improvements or desired functionalities for company’s website.
• Collaborate with managing shareholders, UCA clinicians, and Business Manager to ensure smooth processes for new and ongoing clients.

Benefits for the position would include participation in a Simple IRA plan (to begin after 6 months of employment), paid time off (up to 112 hours per year, earned ~ 4 hours per 2-week pay period) plus 8 fixed-date paid holidays annually. Pay rate for this position is $21/hour. Please note, we are not able to offer health insurance as a benefit at this time.