Front Office Specialist - Medication Management - Millburn, NJ

Are you looking to make a positive impact on people’s lives? Full-time Front Office Specialist position for medication management is now available at our treatment center in Millburn, New Jersey.

Oasis Mental Health Centers is looking to recruit an experienced front office specialist at our new medication management office. The perfect entry-level role for those who are passionate about mental health and making a difference in people’s lives. We are looking for staff who may have experience in healthcare and/or hospitality, who consider themselves to be personable and should be able to easily connect with patients, make them feel cared for and comfortable within our treatment centers.

We are looking to bring in staff who can emphasize a "Patient First" mentality and are willing to learn. The role includes basic front office responsibilities, occasionally submitting prior authorizations, managing provider follow-up scheduling, and cross-training for the opportunity to support our Transcranial Magnetic Stimulation (TMS) and Spravato clinic upstairs with on-the-job certification to directly administer depression treatment to patients with major depressive disorder.

We offer competitive compensation packages:
-Pay Range: $22-$24 per hour (based on experience/education)
-401(k) with company match
-Paid time off
-Medical/dental/vision benefits
-Employee discount

You will primarily work out of the "home" office hired for, but could, in cases of emergency, be asked to cover in another location. We are looking for candidates with availability to work 8-hour shifts from 9AM-5:30PM.

Primary Responsibilities include but are not limited to:

• Greet patients with a welcoming presence as they arrive at the clinic, ensuring a positive first impression and a comfortable check-in experience.
• Manage patient scheduling, including booking, confirming, rescheduling, and canceling appointments — maintaining accurate, real-time records in the EHR system.
• Conduct confirmation calls one business day prior to all scheduled appointments to maximize patient attendance and minimize no-shows.
• Collect, upload, and maintain new patient intake forms during first in-office visits, including registration documents, applicable consents/waivers, ID, insurance cards, and any required clinical forms — and transmit documents securely through the electronic health records (EHR) portal.
• Verify patient insurance eligibility and benefits prior to appointments; assist with prior authorizations as needed in coordination with providers and billing staff.
• Obtain and maintain prior authorizations for medications as required by insurance.
• Collect patient financial responsibility for services rendered, including co-pays and outstanding balances, and document payments accurately.
• Perform accurate, timely EHR data entry including demographic information, appointment notes, and documentation required for compliance.
• Handle inbound and outbound calls professionally, triaging inquiries and routing urgent clinical matters to the appropriate clinical team members.
• Support psychiatric providers with administrative tasks as needed to facilitate smooth daily clinic operations.
• Maintain strict HIPAA compliance in all patient interactions, documentation, and communications — always protecting patient privacy and confidentiality.
• Respond promptly to communications from team members and organizational leadership via email, phone, and internal messaging platforms.
• Encompass basic knowledge of general insurance and billing procedures to either directly answer or escalate questions from patients as necessary.

Preferred Experience and Qualifications:

• 1–2 years of experience working front office or administrative support role in a psychiatric, behavioral health, or medication management setting.
• High school diploma or equivalent required; associate or bachelor’s degree in healthcare administration, business, or a related field is a plus.
• Familiarity with electronic health record (EHR) systems; ability to learn new software quickly and navigate digital platforms with confidence.
• Strong interpersonal and communication skills — both verbal and written — with a genuine commitment to providing compassionate patient care.
• Excellent organizational skills and high attention to detail, with the ability to manage multiple priorities in a fast-paced environment.
• Collaborative team player who brings a positive, solution-oriented attitude to the workplace.
• Experience with patient engagement tools, appointment reminder systems, or patient portals.
• Demonstrated ability to handle sensitive patient information with discretion, professionalism, and HIPAA compliance.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general comfort with technology.
• Bilingual or multilingual candidates are strongly encouraged to apply.

Characteristics Of Our employees:

• Always maintain a “patient centric” mentality
• Passionate about mental health and making a positive impact in people’s lives
• Have a strong work ethic, be curious, and eager to learn
• Act and communicate respectfully to our patients and your colleagues
• Detail oriented
• Physically able to stand or sit for hours at a time