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We are seeking a Spanish-speaking Lead Psychiatry Administrative Assistant to serve as the primary point person for managing the administrative functions of our Psychiatry Program. This individual will support two to three part-time prescribers and ensure smooth day-to-day operations in a fast-paced behavioral health environment. The ideal candidate has direct experience in a high-volume medical or behavioral health office, including patient-facing responsibilities, managing complex provider schedules, coordinating communication between patients and clinicians, and navigating EHR systems efficiently. This role requires professionalism, strong judgment, discretion, and the ability to work independently while maintaining a collaborative team approach.

Responsibilities

• Serve as the lead administrative support for the Psychiatry Department
• Manage prescriber calendars, including scheduling, confirmations, reschedules, waitlist management, and reminder texts
• Coordinate high-volume provider schedules efficiently and accurately
• Provide telephone and front-desk coverage; serve as backup reception support as needed
• Communicate with patients, providers, and supervisors to address inquiries and resolve concerns
• Provide limited Spanish interpretation support as needed
• Coordinate virtual visits and meetings (send links, troubleshoot Zoom, initiate 3-way calls)
• Check patients in/out and coordinate psychiatry records requests
• Process prior authorizations and resolve pharmacy/prescription issues
• Prepare and route clinical and administrative documents for provider review and signature
• Track and schedule initial and annual psychiatric evaluations
• Coordinate ITP scheduling and signatures; support monthly peer review completion
• Review visit paperwork for completeness and distribute patient correspondence
• Complete EHR data entry and generate required reports (weekly/monthly statistics, re-engagement outreach, reporting metrics)
• Coordinate GeneSight applications (submission and follow-up)
• Process psychiatry discharges and coordinate transitions of care
• Support emergency response coordination (911 calls, welfare checks, incident reports)
• Take meeting minutes on rotation and maintain documentation
• Maintain department supplies and equipment
• Provide cross-coverage for other administrative roles (including Referral Coordinator)
• Support special projects and required meetings/trainings

Shift: Monday & Tuesday 12p-8:30p (remote); Wednesday - Friday 8:30a-5p (in office)

Qualifications

• Bachelor’s degree or minimum of 2 years working in a mental health or medical setting
• Minimum of 2 years of experience in an administrative support role
• Direct experience in a fast-paced medical or behavioral health office (required)
• Experience managing high-volume provider schedules
• Strong patient-facing experience and communication skills
• Proficiency navigating EHR systems
• Bilingual in Spanish and English (required)
• Familiarity with DSM and ICD codes
• Ability to work evening hours
• Experienced in high-volume, fast-paced healthcare settings
• Highly organized with exceptional multitasking skills
• Comfortable serving as the central administrative lead for multiple prescribers
• Strong problem-solver who works independently with minimal supervision
• Professional, dependable, and detail-oriented
• Skilled at coordinating communication between patients, providers, pharmacies, and internal departments
• Maintains a positive, flexible approach amid changing priorities; manages competing demands calmly and effectively.
• Demonstrates strong time and task management; prioritizes workload to meet deadlines; ensures psychiatry documentation is complete, accurate, and properly handled.
• Anticipates needs, prevents issues through timely action, and applies analytical skills and knowledge of policies and procedures to support operations.
• Communicates clearly and professionally in person, by phone, and in writing; produces accurate, well-organized correspondence free of errors.
• Engages patients, providers, and staff with professionalism and responsiveness; handles requests accurately and promptly.
• Collaborates effectively and provides cross-coverage for colleagues as needed.
• Makes sound decisions with minimal supervision; escalates concerns appropriately to leadership when necessary.
• Demonstrates respect for and responsiveness to the diverse cultural needs of the populations served.

For immediate consideration, send your resume to mmercer@nrii-staffing.com