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About the Role

The Administrative Assistant for Outpatient Services serves as the operational and front-desk foundation of the outpatient site, creating a welcoming, organized, and professional environment for clients while providing administrative support to the clinical team. This position is responsible for managing front desk operations, appointment scheduling, client communications, urine toxicology (UTox) administration, insurance and billing processes, and other administrative functions that support quality client care and efficient site operations.

Responsibilities

Greet each client entering and exiting the facility by ensuring appropriate check-in and check-out procedures are followed.
Create a welcoming, organized, and professional front desk environment while providing exceptional customer service.
Ensure visitors complete all required documentation, including confidentiality agreements.
Answer incoming phone calls using established scripts and protocols while maintaining strict adherence to HIPAA and confidentiality guidelines.
Schedule, confirm, reschedule, and coordinate client appointments utilizing the electronic medical record (EMR) system and appropriate billing codes.
Prepare welcome materials, intake paperwork, release of information (ROI) forms, confidentiality documents, and other required materials for scheduled admissions and new clients.
Conduct urine toxicology (UTox) collections in accordance with CLIA-waived testing procedures, ensuring specimens are accurately labeled, documented, and submitted.
Maintain the UTox schedule and ensure sufficient inventory of testing supplies and front desk materials.
Collect client co-payments, process payment pages, document financial transactions, and assist with insurance and billing processes.
Assist with insurance verification, authorization documentation, and other billing-related administrative processes.
Review, create, and organize payment pages and invoices for services rendered.
Assist with bookkeeping duties, as assigned.
Process appointment reminders, client outreach, cancellations, rescheduling, waitlists, and no-show documentation.
Collaborate with clinical and administrative staff to coordinate scheduling and maintain accurate appointment statuses.
Receive and document all deliveries, including MATS deliveries.
Sort and distribute incoming mail.
Prepare materials for clinical programming, recovery support initiatives, community events, and team meetings.
Take meeting minutes and provide administrative support for departmental meetings.
Complete end-of-shift reports and maintain accurate administrative records.
Assist with various clerical duties, database entry, reporting, and additional administrative projects.
Provide backup scheduling and phone coverage for other administrative team members.
Support intake documentation workflows and assist with operational reporting and administrative processes.

Requirements

High School Diploma or equivalent.
Previous customer service or administrative experience.
Proficient computer skills, including Microsoft Office Suite, Adobe Acrobat, electronic medical record (EMR) systems, scheduling platforms, and internet applications.
Ability to work both independently and collaboratively within a multidisciplinary team.
Strong organizational and time management skills with the ability to prioritize multiple responsibilities in a fast-paced environment.
Excellent oral and written communication skills with a professional, client-centered approach.
Strong attention to detail, problem-solving ability, follow-through, and initiative.
Knowledge of HIPAA regulations and commitment to maintaining client confidentiality.
Awareness and sensitivity to addiction, socioeconomic diversity, and strong cultural competency.
Reliable, dependable, and able to maintain consistent attendance.

Skills

Customer service
Administrative support
Front desk operations
Appointment scheduling
Client communications
Urine toxicology administration
Insurance and billing processes
Microsoft Office Suite
Adobe Acrobat
EMR systems
Scheduling platforms
Internet applications
HIPAA regulations
Bookkeeping

Location

Chappaqua, NY

Work Type

Full-time

Experience Level

Previous customer service or administrative experience
One or more years of administrative or medical office experience (Preferred)

Education Level

High School Diploma or equivalent
Associate's or Bachelor's degree (Preferred)

Salary/Compensations

$20.00 to $28.00 per hour

Benefits

Comprehensive benefit package
Paid Time Off (which increases after 1 year with Mountainside)
Paid holidays including a Multicultural Holiday
401(k) with employer matching
Monthly $75.00 wellness reimbursement

About the Company

Mountainside Treatment Center is a dynamic, fast-paced and growing recovery facility that values innovation and an obsession with providing Best in Class service to our Clients.
Founded in 1998, we are a leading behavioral healthcare provider dedicated to treating alcohol dependency and drug addiction.
Accredited by The Joint Commission and CARF for its high standards of care, Mountainside seeks out passionate and talented individuals to join its staff.
We believe that every employee, regardless of position, plays a vital role in our success.
Here at Mountainside Treatment Center, we strongly prefer all employees to be fully vaccinated for Covid-19 (including regularly scheduled boosters) and the Flu as recommended by the CDC.

Equal Opportunity

Mountainside is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.