Front Office Administrator

CW Psychological Services seeks a talented administrative associate to support our growing practice and community. The Front Office Administrator manages all the front office activities, including scheduling for clients, marketing initiatives, connecting referral resources, managing the office, and working with maintenance. This role works closely with the Owner and the Billing team to ensure smooth operations and excellent client care. Our Ideal Candidate Enjoys Supportive and collaborative work environment A workplace culture of mutual respect and transparency Access to company-provided snacks and beverages A fun work environment with team-building activities and a relaxed dress code Join us at CW Psychological Services and be part of a team dedicated to providing high-quality mental health services and creating hope for a better tomorrow. Responsibilities:
• Prioritizes client care and provides exceptional customer service while handling phone calls and email communications, ensuring timely responses to inquiries
• Schedules initial sessions for clinicians and manages rescheduling/cancellations
• Handles client issues and escalates, as needed
• Conducts insurance verifications and gathers necessary client information
• Maintains and distributes reports for documentation to keep staff informed
• Conducts research to identify potential partnerships and referral sources and connects with them via phone call or email
• Works with the referral coordinator and uses the Active Campaign portal for marketing efforts
• Creates and distributes marketing materials, such as flyers and newsletters
• Distributes information regarding insurance updates impacting the practice
• Manages outreach programs and ensures continuous connections with referral sources to maintain steady referrals
• Assists with monthly training distributions and performance evaluations
• Handles and sends out company policy communications
• Manages day-to-day operations of the office, including maintenance requests and vendor coordination
• Provides support for office assignments and billing-related tasks Qualifications:
• High school diploma or GED required. A higher degree, like an associate's or bachelor's, is preferred
• Two (2) years of overall experience in a face-to-face customer service role
• At least a year or more of experience in an administrative support role is preferred
• Previous experience in a medical or clinical practice is helpful
• Experience with light marketing and customer outreach is helpful
• Possess a high level of professionalism and excellent customer service skills
• Possess the ability to multitask and identify changing priorities
• Relentless attention to detail
• Ability to effectively communicate one-on-one with clients, co-workers, or vendors
• Can thoughtfully write reports, emails, memos, and correspondence.
• Ability to use and learn scheduling systems
• Proficiency in or willingness to learn Practice (electronic health records)
• Proficiency in or willingness to learn Hushmail (email)
• Proficiency in or willingness to learn Talkroute (virtual phone)
• Proficiency in or willingness to learn Fax Plus Schedule Requirements This position generally works 40 hours per week and is eligible for overtime as needed. The schedule could be flexible, as we are not a typical 9-to-5 operation and may differ based on practice needs and client flow. Compensation $16 to $19 per hour, depending on experience Compensation: $16 - $19 hourly

• Prioritizes client care and provides exceptional customer service while handling phone calls and email communications, ensuring timely responses to inquiries
• Schedules initial sessions for clinicians and manages rescheduling/cancellations
• Handles client issues and escalates, as needed
• Conducts insurance verifications and gathers necessary client information
• Maintains and distributes reports for documentation to keep staff informed
• Conducts research to identify potential partnerships and referral sources and connects with them via phone call or email
• Works with the referral coordinator and uses the Active Campaign portal for marketing efforts
• Creates and distributes marketing materials, such as flyers and newsletters
• Distributes information regarding insurance updates impacting the practice
• Manages outreach programs and ensures continuous connections with referral sources to maintain steady referrals
• Assists with monthly training distributions and performance evaluations
• Handles and sends out company policy communications
• Manages day-to-day operations of the office, including maintenance requests and vendor coordination
• Provides support for office assignments and billing-related tasks