Front Desk Administrator - Seattle, Wa

Job Type: Full-time, Tuesday- Saturday schedule, rotating shifts

Location: Elliott Bay, Seattle, Wa

Salary: $22.00 per hour

Introduction

Are you looking for a fast-paced, supportive environment where you can develop valuable professional skills and make a meaningful impact each day? If you enjoy helping people, thrive in customer-facing roles, and are eager to learn and grow, we'd love to hear from you.

Candidates with experience in hospitality, restaurants, retail, or other customer service-focused industries are encouraged to apply.

About Mindful Therapy Group

Mindful Therapy Group empowers therapists, psychologists, and psychiatric nurse practitioners to build thriving private practices without the administrative burden that often comes with running a business. We provide billing, marketing, credentialing, and administrative support services to independent mental health providers across the Pacific Northwest.

Since 2011, we have partnered with more than 2,500 providers across 20+ locations and continue to grow as we expand access to quality mental health care.

About the Role

As a Patient Services Specialist, you'll play a key role in creating a positive experience for both clients and providers. You'll support the day-to-day operations of the office through scheduling, customer service, communication, and administrative coordination that help keep our clinics running smoothly.

This role is ideal for someone who is organized, people-oriented, and eager to grow their career. Successful team members have opportunities to develop new skills, take on increased responsibility, and pursue future advancement within the organization.

Key Responsibilities

• Partner with the Office Manager to set goals, manage outcomes, and provide timely follow-through on complex tasks.
• Create a warm and welcoming experience for clients through active listening, empathy, and professionalism.
• Follow established check-in procedures to ensure accurate demographic information, collection of balances due, and scheduling of future appointments.
• Manage a high volume of inbound and outbound emails and provider support chats, helping coordinate care while maintaining client privacy in accordance with HIPAA guidelines and ensuring all required Releases of Information (ROIs) are obtained.
• Develop expertise in all aspects of provider support, including provider communications, schedule management, and intake procedures.
• Deliver exceptional customer service to clients and providers by phone, email, and in person, responding to inquiries and requests in a timely manner.
• Help maximize provider utilization by scheduling new and returning clients.
• Assist clients and providers with technology-related questions and troubleshooting, including support for the patient portal and telehealth platform.
• Maintain compliance with HIPAA regulations and ensure Protected Health Information (PHI) remains secure at all times.
• Address client concerns and complaints, escalating issues to the Office Manager when they fall outside the scope of the role or require additional support.
• Identify opportunities for process improvement and collaborate with the Office Manager to develop and communicate recommendations.
• Maintain a professional, organized, and welcoming office environment by supporting office cleanliness, addressing facility needs, and serving as a positive representative of the organization.