Job Description

About Us

At Neuro Wellness Spa ( we are committed to providing cutting-edge mental health care through a patient-centered approach. Since 2009, our dedicated, knowledgeable, and compassionate team has worked to ensure patients receive the highest quality and most comprehensive mental healthcare possible. As a leading provider of TMS, psychopharmacology, and psychotherapy, we are continuing to expand our services and clinical footprint across California.

Summary of Position 

The Administrative Assistant serves as the first point of contact for patients and visitors, providing exceptional customer service and administrative support to ensure a seamless clinic experience. This role manages patient interactions, including appointment scheduling, insurance verification, and coordination of care, while maintaining accurate records in DrChrono EHR. Additionally, the Administrative Assistant oversees administrative tasks such as processing referrals, handling faxes and mail, and ensuring compliance with HIPAA and clinic policies. This position also contributes to office management, patient outreach, and marketing initiatives, supporting the overall efficiency and professionalism of the clinic. 

E ssential Responsibilities  

Patient Interaction: 

• Welcome patients in person or via phone, providing information about services, scheduling/rescheduling, and billing procedures. 

• Answer and direct calls and texts, taking messages as needed. 

• Assist patients with appointment scheduling, rescheduling, and cancellations using DrChrono EHR. 

• Inform providers of no-shows and cancellations, coordinating rescheduling as needed. 

Administrative Duties:  

• Verify patient information and insurance eligibility, ensuring accurate records and running VOBs as needed. 

• Direct patients through intake processes and maintain documentation in DrChrono EHR. 

• Facilitate internal referrals for therapy and TMS using MS Lists, Teams and other internal communication procedures. 

• Manage patient flow by balancing appointment scheduling and walk-in activities. 

• Monitor and sort faxes and mail for timely processing. Coordinate the preparation and mailing of certified mail, as needed. 

• Obtain and process signed Release of Information (ROI) forms for coordination with Clear Behavioral Health and other providers. 

• Run CURES reports as needed for compliance and provider support. 

• Complete and submit medication prior authorization requests. 

• Schedule peer-to-peer reviews and appointments for medical leave paperwork (EDD, FMLA, etc.). 

• Draft, process, and send discharge, end-of-care, and termination letters, ensuring proper documentation in the Electronic Health Record (EHR) system. 

• Conduct outreach to patients who are lost to follow-up to maintain continuity of care. 

Office Management:  

• Keep the front desk and lobby area clean, organized, and welcoming. 

• Perform administrative tasks such as faxing, copying, scanning, and managing office supplies. 

Confidentiality & Compliance:  

• Adhere to HIPAA regulations and ensure patient confidentiality. 

• Follow clinic policies and procedures for administrative and operational processes. 

Other Duties:  

• Assist with interviewing and training new administrative assistants and site staff, as appropriate.

• Request patient reviews, surveys and testimonials, when appropriate

• Participate in ideas and content generation for media features including social media.

• Perform other duties in a fast-paced, customer-focused clinical setting, as assigned. 

Education & Experience 

• High school diploma or equivalent (Required). 

• Associate degree (Preferred but not required). 

• Customer service experience (3 years required). 

• Medical receptionist experience (2 years required). 

• Experience with EMR systems (1 year required). 

• Microsoft Word & Excel proficiency (1 year required). 

Required Skills/Abilities:  

• Professional and courteous demeanor with a commitment to patient confidentiality. 

• Flexibility to provide coverage at different locations as needed. 

• Strong organizational, communication, and problem-solving skills. 

• Ability to manage and prioritize multiple tasks efficiently in a fast-paced environment. 

• Proficiency in Microsoft Word, Excel, and general office equipment. 

• Experience using Apple iOS systems. 

• Experience with Electronic Medical Records (EMR) systems. 

Benefits:

• Medical, dental, and vision insurance
• Life and disability coverage
• 401k and 401k matching
• Paid sick, time off, and holidays
• Employee Assistance Program
• Professional development opportunities
• Other company - sponsored wellness or support programs

Pay: $22.00 - $25.00 per hour

Schedule:

Fully in-person Monday through Friday.

Ability to Commute:

• Train and work at our Brea location until our Newport location opens.

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