Position Overview:
The Clinic Office Assistant in an ABA clinic plays a crucial role in ensuring the efficient operation of the clinic, focusing on providing administrative and clerical support to the clinical team and families of children receiving ABA services. This role involves managing scheduling, assisting with intake, maintaining patient records, and fostering a welcoming environment for children and families.
Key Responsibilities:
- Greet children, families, and caregivers in a friendly, welcoming manner upon arrival
- Check-in patients, ensuring accurate collection and updating of demographic, insurance, and medical information
- Schedule and confirm therapy appointments, assessments, and consultations using the clinic’s electronic health record (EHR) system
- Assist with intake forms and documentation for new patients, including obtaining required signatures and verifying insurance
- Ensure patient records are kept accurate and up-to-date while adhering to HIPAA and other relevant privacy regulations
- Coordinate with Behavior Analysts (BCBAs), Registered Behavior Technicians (RBTs), and other clinical staff to ensure smooth patient flow and adherence to therapy schedules
- Serve as a liaison between the clinic, families, and insurance providers regarding authorizations and billing inquiries
- Answer phone calls, manage clinic emails, and respond to parent or caregiver inquiries, directing them to the appropriate staff as needed
- Assist with the preparation of parent communication materials, including progress reports, appointment reminders, and clinic newsletters
- Maintain a child-friendly, organized front office and waiting area, including managing sensory tools or activities for children while they wait
- Help manage clinic inventory, ordering supplies and materials needed for therapy sessions, as directed
- Handle confidential and sensitive information with discretion and professionalism
- Provide additional administrative support, including faxing, filing, data entry, and assisting clinical staff as needed
Qualifications:
- Must be fluent in Spanish and English
- High school diploma or equivalent required; Associate’s degree or coursework in child development, psychology, or a related field is a plus
- Prior experience in a pediatric clinic, behavioral health setting, or medical office is preferred
- Familiarity with ABA therapy, special education, or working with children with developmental disabilities is a plus
- Knowledge of electronic health record (EHR) systems and medical terminology is helpful
- Excellent communication, organizational, and multitasking skills
- Ability to interact with children, families, and staff with patience, empathy, and professionalism
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office equipment
Physical Requirements:
- Ability to sit, stand, walk, and interact with children for extended periods
- Must be able to lift up to 20 pounds occasionally
Work Hours: 8-hours
Salary: $21.00 - $23.00 per hour
Location: (In-person)Santa Ana Office
Reports to:Clinic Manager
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