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As a Healthcare Administrative Assistant at Ellie Mental Health, you'll be responsible for supporting the practice by overseeing clinical performance and operations, assisting the management team in reviewing strategic KPIs, and helping therapists maintain timely, high-quality communication with clients. This position supports the Clinic Director and clinical staff, assists with staffing needs, and provides administrative and resource support. The ideal candidate will bring a proactive, can-do attitude and a solid foundation of administrative experience, with the opportunity to deepen their operational and leadership support skills while working alongside practice leaders. You’ll share our vision for improving and expanding access to quality mental care and thrive in an environment driven by our core values of authenticity, humor, compassion, creativity, acceptance and determination.
Job Responsibility:
Serve as the first point of contact for clients—welcoming them warmly in person, over the phone, or via email
Schedule and confirm client appointments, coordinate calendars for clinicians
Manage and maintain electronic medical records (EMR), including scanning, uploading, and organizing documents
Verify insurance, process intake paperwork, and ensure all necessary forms are completed accurately and on time
Monitor and manage the flow of communication between clients, clinicians, and external providers
Support various projects such as clinician onboarding or client outreach
Prepare and review payroll reports
Maintain confidentiality and compliance with HIPAA regulations
Perform general office tasks: scanning, filing, mailing, organizing supplies, and other administrative functions
Troubleshoot and support issues within the electronic health record (EHR) system, the payroll system, and the Microsoft Office suite
Support clinic in positive culture building (celebrations, anniversaries, community drives, etc.)
Identifying and reporting on business Key Performance Indicators (KPIs)
Flexibility to take on additional duties as assigned
Creating professional social media posts with tools like Canva a plus but not required
Requirements:
2+ years of experience in a medical, mental health, or healthcare administrative role
High school diploma or equivalent required
Familiarity with mental health or psychology settings is a plus
Comfortable navigating confidential information and working in a HIPAA-compliant environment
Nice to have:
Familiarity with mental health or psychology settings is a plus
Creating professional social media posts with tools like Canva a plus but not required