Administrative Skills, Behavioral Health, Billing, Co-Payments, Communication Skills, Conflict Resolution, Customer Experience, Customer Relations, Detail Oriented, Documentation, HIPAA (Health Insurance Portability and Accountability Act), High School Diploma, Interpersonal Skills, Medical Record System, Military, Operational Support, Operations, Organizational Skills, Outpatient Care, Process Management, Psychiatry and Mental Health, Public Safety, Team Player, Telephone Skills
Office Administrator
At ProTeam Wellness, we are dedicated to helping individuals achieve better health through compassionate care, teamwork, and a patient-first approach. We are excited to offer an opportunity to join our growing team as an Office Administrator. This role is ideal for a motivated, organized professional who enjoys creating a welcoming environment, supporting daily operations, and helping our team deliver an exceptional experience for every client. Join us and become part of a positive workplace focused on wellness, collaboration, and making a difference in the community!
Key Responsibilities
- Greet and check in clients with professionalism, respect, and discretion
- Answer phones and respond to inquiries, including time-sensitive or confidential requests
- Schedule, confirm, and manage appointments for clinicians and clients
- Coordinate intake processes, ensuring all required documentation is completed accurately
- Verify insurance benefits, authorizations, and collect co-pays/payments
- Maintain and update client records in the electronic health record (EHR) system
- Handle all client information in strict compliance with HIPAA and heightened confidentiality expectations common among public safety personnel
- Serve as a liaison between clients and clinicians while maintaining appropriate boundaries
- Manage cancellations, waitlists, and urgent scheduling adjustments
- Support basic billing functions and follow up on outstanding balances
- Maintain a calm, organized front office environment, especially during high-stress interactions
- Monitor office supplies and ensure front desk efficiency
Qualifications
- High school diploma or equivalent (Associate's or Bachelor's degree preferred)
- 2+ years of front office or administrative experience, preferably in healthcare or behavioral health
- Experience working with or supporting public safety, military, or high-stress professions is strongly preferred
- Familiarity with insurance verification, co-pays, and prior authorizations
- Experience with EHR systems and scheduling platforms
- Strong organizational skills and attention to detail
- Excellent communication and interpersonal skills
- Ability to remain calm, professional, and empathetic under pressure
- High level of discretion and ability to manage sensitive information
Preferred Skills
- Understanding of first responder culture and occupational stressors (e.g., trauma exposure, shift work, stigma around mental health)
- Experience in trauma-informed care environments
- De-escalation and conflict resolution skills
Work Environment
- Outpatient behavioral health clinic with a focus on public safety professionals
- May involve interactions with clients experiencing acute stress, trauma-related concerns, or crisis situations
- Requires strong boundaries, emotional resilience, and professionalism
Benefits
- Paid Time Off (PTO) for vacation, personal time, and sick leave
- Paid holidays observed throughout the year
- Health, dental, and vision insurance options available
- Retirement savings plan opportunities
- Supportive and collaborative team environment
- Wellness-focused workplace culture