Job description
We are a small pediatric Occupational Therapy clinic seeking a dynamic and highly organized Administrative Assistant to join our team! In this vital role, you will serve as the backbone of our office operations, ensuring smooth day-to-day functions and providing exceptional support to staff and clients alike. Your proactive approach, combined with excellent communication skills and a keen eye for detail, will help foster an efficient, welcoming, and professional environment. Duties: - Manage intake phone calls and emails and direct parents appropriately with professionalism and warmth - Answer inquiries promptly and efficiently using proper etiquette - Handle scheduling for 15-20 clients with 2-3 therapists, manage shared calendar with excellent organization, and utilize reminders with precision - Handle intake paperwork for new clients using our electronic records system - Utilize Simple Practice electronic record system and Google Workspace tools including Google Docs and Google Sheets - Handle personal time tracking with honesty in adequate time for payroll - Communicate professionally with clients to ensure payment of invoices according to practice policies - Uphold cancelation policy with clients and therapists with clear and direct communication - Ensure all client documentation is up to date - Create and send invoices and superbills at the request of clients - Provide excellent customer service support by addressing inquiries with patience and professionalism over the phone or via email - Assist with streamlining administrative processes - Maintain client confidentiality - Maintain the warm tone of communication we use with our clients
Requirements
- Proven experience in office administration or clerical roles with strong organizational skills and direct communication skills - Proficiency in Google Workspace (Docs, Sheets), and basic computer literacy - Proficiency with Google Voice - Proficiency with Simple Practice or other similar ER system a plus; willingness to learn system if lack of experience - Knowledge of therapeutic CPT codes is a plus - Knowledge of the role of Occupational Therapy is a plus - Excellent phone and email etiquette skills - Strong typing skills along with attention to detail for proofreading and data entry tasks - Effective time management skills to prioritize tasks efficiently - Previous experience as a receptionist or medical/dental receptionist is advantageous - Knowledge of office management best practices combined with customer service expertise - Ability to handle confidential information discreetly while maintaining professionalism at all times