Psychology Services Administrative Assistant

Job Title: Psychology Services Administrative Assistant

Location: AllCare Medical Centers, PC (May be required to travel between Bradenton and Sarasota locations)

Reports To: Alexis Montero

Job Type: Full-Time

Job Summary:

We are seeking a highly organized and detail-oriented Administrative Assistant to support our

psychology practice. The ideal candidate will manage day-to-day administrative tasks, ensuring smooth

operations and exceptional patient experiences. This role requires a strong ability to multitask, excellent

communication skills, and a compassionate demeanor when interacting with patients and clinicians.

Key Responsibilities:

● Patient Scheduling and Coordination:

Schedule, confirm, and reschedule appointments for therapy sessions, evaluations, and follow-

ups. Manage the calendar for multiple clinicians and optimize scheduling to ensure efficient use

of time.

● Client Communication:

Serve as the primary point of contact for clients via phone, email, and in person. Address client

inquiries, send appointment reminders, and assist with paperwork or billing questions.

● Billing and Payment Processing:

Handle invoicing, process self-pay and insurance payments, track outstanding balances, and

ensure accurate patient records.

● Documentation and Record Keeping:

Manage patient files, ensuring compliance with confidentiality and HIPAA regulations. Collect

and input client information into the practice management software and maintain up-to-date

records.

● Insurance Verification and Claims Assistance:

Verify insurance benefits and coverage for clients, assist with submitting claims, and follow up

on outstanding claims when necessary.

● Office Organization and Supplies Management:

Ensure the office is well-organized and stocked with necessary supplies. Handle mail,

correspondence, and filing systems.

● Referral Management:

Coordinate referrals to other healthcare providers, maintain relationships with referral sources,

and track the referral process for patients needing additional services.

● Clinical Support:

Provide administrative support to clinicians by preparing materials for therapy sessions,

managing client forms, and assisting with any logistical needs during patient appointments.

● New Client Onboarding:

Assist new clients with intake procedures, including forms, orientation to office policies, and

scheduling initial appointments.

● Reporting and Data Entry:

Compile and generate regular reports on appointment statistics, billing, and office operations for

review by clinicians and management.

● Technology:

Manage the office’s electronic health records (EHR) system and practice management software.

Troubleshoot any basic tech issues and work with support teams for resolution.

Qualifications:

● Education:

High school diploma required; Associate’s degree or higher preferred.

● Experience:

1-2 years of administrative experience in a healthcare or psychology services setting is preferred.

Experience with EHR systems and insurance billing is a plus.

● Skills and Abilities:

○ Excellent organizational skills with strong attention to detail

○ Proficient in Microsoft Office and Google Workspace

○ Strong written and verbal communication skills

○ Ability to multitask and prioritize tasks in a fast-paced environment

○ Compassionate and patient-centered approach when interacting with clients

○ Knowledge of HIPAA regulations and confidentiality standards

○ Ability to work independently and collaboratively as part of a team

Working Conditions:

This role is based in an office setting and requires regular interaction with clients and clinicians.

Occasional lifting of office supplies may be required.

Place of work