Assistant Office Manager - CoveCare Center

Position Summary:

This position involves a variety of tasks required for the smooth operation of the agency including answering telephones, reception duties, and filing, typing, and organizing chart forms.

Salary Range:

Non-exempt $19-$20 range based on experience

Hours Range:

35 hours weekly


 All Front Office responsibilities including receiving visitors, answering telephone inquiries and referrals to appropriate staff

 Use computers for various applications, such as database management or Microsoft applications

 Receive payments and records receipts for services

 Provides forms to clients and answers routine questions for completion

 Schedules appointments and copies insurance identification and photo ID as required

 Distribute and maintains group/crisis schedules to departments

 Processes all aspects of medical records; including creating new records, assembling charts, dismantling charts, responding to all requests for medical records adhering to HIPAA guidelines

 Maintains reports as assigned (Admission, Discharge)

 Sorts, indexes and files letters, reports, invoices, faxes and other material

 Operates various office machines and maintains office machines’ paper supply;

 Acts as a back-up to all administrative positions as needed

 Compose, type, and distribute meeting notes, routine correspondence, and monthly tracking reports

 Assist the Office Manager in the training and development of staff for the EMR

 Undertakes related duties as assigned

General Responsibilities:

 Attends training seminars on current practices as directed by the Office Manager in the appropriate field; implements what has been learned

 Maintains cooperative relationships with all referents and community resources

 Notify front desk employees of any modification in policy and implementation

 Undertakes related duties as assigned

 Oversees front office staff in the absence of the Office Manager

Administrative Relationships:

The Assistant Office Manager reports directly to the Office Manager and works collaboratively with other staff as required.


High School Diploma and at least one-year medical front office experience. Excellent communication skills required. Proficient in Microsoft Office, specifically Excel, and electronic medical records preferred.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; climb two step ladder, use hands to handle or feel; and reach with hands and arms. The employee must frequently lift and/or move up to 5 pounds and occasionally lift and/or move up to 10 pounds.

CoveCare Center offers a comprehensive benefits package for all full-time employees! Our benefits include excellent paid time off, medical, dental, vision, life, short term, and long-term disability insurance along with a 401(k) plan with an employer match. All benefits start 1st of the month following 30 days of employment.

CoveCare Center takes an innovative and compassionate approach to counseling and wellness management. What sets us apart is our focus on the whole person and our individualized approach to healing and recovery. At 'the Cove,' we empower clients to manage their symptoms and make the changes necessary to live healthy lives. We do this in an environment that is safe and affordable.

Our Mission…is to partner with individuals, families, and the community to foster hope, wellness and recovery, and to restore quality of life by addressing mental health needs, substance use and social and emotional issues.

Hyperlink for CoveCare center.

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