At ProTeam Wellness, we are dedicated to helping individuals achieve better health through compassionate care, teamwork, and a patient-first approach. We are excited to offer an opportunity to join our growing team as an Office Administrator. This role is ideal for a motivated, organized professional who enjoys creating a welcoming environment, supporting daily operations, and helping our team deliver an exceptional experience for every client. Join us and become part of a positive workplace focused on wellness, collaboration, and making a difference in the community!

Key Responsibilities

Greet and check in clients with professionalism, respect, and discretion
Answer phones and respond to inquiries, including time-sensitive or confidential requests
Schedule, confirm, and manage appointments for clinicians and clients
Coordinate intake processes, ensuring all required documentation is completed accurately
Verify insurance benefits, authorizations, and collect co-pays/payments
Maintain and update client records in the electronic health record (EHR) system
Handle all client information in strict compliance with HIPAA and heightened confidentiality expectations common among public safety personnel
Serve as a liaison between clients and clinicians while maintaining appropriate boundaries
Manage cancellations, waitlists, and urgent scheduling adjustments
Support basic billing functions and follow up on outstanding balances
Maintain a calm, organized front office environment, especially during high-stress interactions
Monitor office supplies and ensure front desk efficiency

Qualifications

High school diploma or equivalent (Associate’s or Bachelor’s degree preferred)
2+ years of front office or administrative experience, preferably in healthcare or behavioral health
Experience working with or supporting public safety, military, or high-stress professions is strongly preferred
Familiarity with insurance verification, co-pays, and prior authorizations
Experience with EHR systems and scheduling platforms
Strong organizational skills and attention to detail
Excellent communication and interpersonal skills
Ability to remain calm, professional, and empathetic under pressure
High level of discretion and ability to manage sensitive information

Preferred Skills

Understanding of first responder culture and occupational stressors (e.g., trauma exposure, shift work, stigma around mental health)
Experience in trauma-informed care environments
De-escalation and conflict resolution skills

Work Environment

Outpatient behavioral health clinic with a focus on public safety professionals
May involve interactions with clients experiencing acute stress, trauma-related concerns, or crisis situations
Requires strong boundaries, emotional resilience, and professionalism

Benefits

Paid Time Off (PTO) for vacation, personal time, and sick leave
Paid holidays observed throughout the year
Health, dental, and vision insurance options available
Retirement savings plan opportunities
Supportive and collaborative team environment
Wellness-focused workplace culture

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