Job Description
Position Overview We are seeking a reliable, organized, and professional Executive Assistant / Receptionist / Scheduler to support the daily operations of a growing psychiatric practice. This is a hybrid full-time position involving both remote administrative work and onsite office responsibilities. This role combines front office coordination, patient scheduling, administrative support, and executive assistance duties. The ideal candidate is detail-oriented, professional, adaptable, and capable of managing multiple responsibilities while maintaining confidentiality and strong communication with patients, staff, and providers. Schedule Full-time hybrid position Combination of remote and onsite responsibilities Expected onsite presence several days per week based on clinic needs Standard business hours with occasional flexibility as operational needs arise Responsibilities Reception & Patient Coordination Answer incoming calls, patient messages, and administrative inquiries professionally Schedule, confirm, reschedule, and coordinate patient appointments Assist with patient intake paperwork and administrative processes Maintain professional and compassionate communication with psychiatric patients and families Coordinate communication between patients, providers, pharmacies, and facilities Scheduling Responsibilities Manage provider schedules and appointment flow Assist with cancellations, no-show tracking, and scheduling optimization Coordinate telehealth and in-person appointments Maintain calendar organization and scheduling accuracy Help ensure efficient clinic workflow and patient throughput Executive Assistant Responsibilities Provide administrative support for practice leadership Assist with calendar coordination, reminders, and operational follow-up tasks Organize documents, communications, and administrative records Assist with vendor coordination and general business organization Help track ongoing projects, deadlines, and operational priorities Administrative Responsibilities Maintain organized electronic and physical records Assist with insurance verification and prior authorization coordination when needed Coordinate with billing personnel regarding administrative follow-up tasks Ensure HIPAA compliance and confidentiality standards are maintained Assist with general office operations and workflow improvement Remote Responsibilities Patient communication and scheduling Administrative coordination and follow-up Calendar management EMR and documentation support Internal communication and organizational tasks Onsite Responsibilities Front desk and patient reception duties Assisting with clinic flow and office operations Administrative oversight during clinic hours General office coordination and support Qualifications Preferred qualifications include Prior experience in a medical office, behavioral health, or psychiatry setting preferred Experience with scheduling systems and EMRs preferred Strong organizational and multitasking abilities Excellent interpersonal and communication skills Ability to maintain professionalism and confidentiality Comfortable working independently with minimal supervision Reliable transportation and reliable internet access Preferred Skills Familiarity with psychiatric or behavioral health environments Experience handling sensitive or confidential information Strong time-management and organizational skills Ability to adapt within a growing practice environment Comfortable balancing administrative and patient-facing responsibilities Compensation Competitive compensation based on experience Potential for performance-based incentives and bonuses Opportunities for advancement as the practice expands Long-term growth opportunities within the organization may be available for strong candidates Equity can also be negotiated. Additional Information This position requires professionalism, reliability, discretion, strong communication skills, and the ability to function effectively in a psychiatric and behavioral health setting. The ideal candidate values organization, efficiency, teamwork, and compassionate patient interaction.