Administrative Assistant/Receptionist for the Mental Health Clinic

 Job Description

Job Title: Administrative Assistant/Receptionist, Evenings & Saturdays
Reports To: Office Manager, Mental Health Services
FLSA Status: Non-Exempt
Grade Level: Grade 3
Job Summary: The MH Services administrative assistant/receptionist is the first point of communication for visitors and/or clients to feel safe and cared for when they call or visit ARISE.   The receptionist is required to present and act in a professional manner at all times.


Essential Functions:

  • Welcome all clients and assure that they are comfortable and that their needs are addressed by appropriate member of the MH Clinic team
  • Monitor reception window, check clients in, collect and enter co-pays, schedule appointments
  • Answer the telephone, transfer calls as appropriate
  • Exercise sound judgment, adjust priorities as needs arise, consult supervisor for challenging situations, use the ARISE Mission as a basis for actions
  • Participate as part of the ARISE Mental Health Clinic team, provide clerical support as needed
  • Prepare charts for the psychiatrists/psychiatric nurse practitioners, ensuring that all medical records and proper paperwork are in place in the chart for the client’s visit
  • File psychiatrist/psychiatric nurse practitioner notes in charts
  • Call clients who missed appointments with doctors/psychiatric nurse practitioners and reschedule them
  • Provide assistance with insurance verification and faxing insurance forms as needed, create and update spreadsheets to accurately track
  • Send out reminder cards and make appointment reminder calls for psychiatrists/psychiatric nurse practitioners
  • Pull client cases the evening before for the psychiatrists/psychiatric nurse practitioners next day appointments
  • Prepare encounters for the medical staff prior to the next day’s appointments
  • Uphold the codes of conduct and ethics as well as all ARISE policies and procedures
  • Hold protected health information and other sensitive information in the strictest of confidence in accordance with ARISE and HIPAA policies
  • Other duties as assigned


  • Medical Administrative Assistant degree from accredited school and one year experience working in outpatient mental health facility; or equivalent combination of education and experience
  • Excellent interpersonal skills with demonstrated ability to communicate professionally with clients, all MH Services team members and management
  • Strong customer service and organizational skills with accurate attention to details
  • Proficiency in MS Word and Excel
  • Working knowledge of patient scheduling software (Electronic Health Records)
  • Must clear required prescreening checks [List of Excluded Individuals & Entities, NYS Child Registry, criminal history background check, etc.]

Regular Schedule for Evenings/Saturdays receptionist:

  • Tuesdays and Thursdays, 10:00am-6:00pm [includes unpaid 30 minute meal period]
  • Wednesdays and Fridays, 9:00am- 5pm [includes unpaid 30 minute meal period]
  • Saturdays 8:15am – 4:15pm [includes unpaid 30 minute meal period]
  • Occasional other back up coverage as needed