Job Details

Job Location: Elizabethtown - ELIZABETHTOWN, KY

Position Title: Front Office Assistant

Department: Office Management

Reports To: Office Manager

FLSA Status: Non-Exempt (Hourly)

Position Summary

The Front Office Assistant serves as the first point of contact for clients and plays a critical role in ensuring efficient daily operations within the clinic. This position is responsible for scheduling, client check-in/check-out, insurance verification, and maintaining accurate records within the electronic medical record (EMR) system. The Front Office Assistant contributes directly to patient experience, provider productivity, and overall office workflow.

Minimum Qualifications

• High School Diploma or GED required
• Prior experience in a medical, behavioral health, or customer service setting preferred
• Strong communication and interpersonal skills
• Ability to multitask in a fast-paced environment
• Basic computer skills and ability to learn EMR systems
• Strong attention to detail and organizational skills

Essential Functions & Responsibilities

• Answer incoming calls, route appropriately, and assist with scheduling, cancellations, and general inquiries.
• Manage provider schedules by:
• Filling open appointments
• Monitoring cancellations and rescheduling as needed
• Verify and update client demographics and insurance information for accuracy.
• Conduct appointment reminder calls and follow up on unconfirmed appointments.
• Perform client check-in duties:
• Greet clients professionally
• Collect copayments
• Notify providers of client arrival
• Distribute and collect intake paperwork
• Copy and verify insurance cards
• Perform client check-out duties:
• Schedule follow-up appointments
• Provide necessary documentation (e.g., school/work notes)
• Maintain accurate financial records, including:
• Daily cash journal
• Credit card transactions
• End-of-day reconciliation and reporting to Office Manager
• Scan, upload, and maintain documentation in the EMR system.
• Process medical record requests in accordance with agency policies and HIPAA regulations.
• Open and close the office according to established procedures.
• Maintain a clean, organized, and professional front office environment.
• Perform additional duties as assigned by the Office Manager.

Compliance & Professional Expectations

• Adheres to Astra Behavioral Health policies and procedures
• Maintains confidentiality in accordance with HIPAA
• Demonstrates professionalism and customer service in all interactions
• Completes required trainings and participates in in-services

Work Environment & Expectations

Fast-paced, high-volume office environment. Frequent interaction with clients, families, and providers. Requires the ability to multitask and manage competing priorities. Position is primarily sedentary with frequent computer use.