Psychiatry Administrative Assistant

We are seeking to hire a Spanish-speaking, full-time Lead Psychiatry Administrative Assistant to serve as the primary point person for managing the administrative functions of our Psychiatry Program. This role supports two to three part-time prescribers and plays a critical leadership role in ensuring efficient, organized, and patient-centered department operations. The ideal candidate is professional, highly organized, and experienced in a fast-paced medical or behavioral health setting. Strong judgment, discretion, and the ability to work independently are essential.

• Serve as the lead administrative support for the Psychiatry Department.
• Manage high-volume provider schedules for two to three part-time prescribers, including scheduling, confirmations, rescheduling, waitlist management, and reminder outreach.
• Coordinate communication between patients and prescribers to ensure timely follow-up and resolution of concerns.
• Provide front-desk and telephone coverage as needed; respond to patient and provider inquiries professionally and efficiently.
• Provide Spanish language support and limited interpretation assistance as needed.
• Coordinate virtual visits and meetings, including troubleshooting technical issues.
• Check patients in and out; manage records requests in collaboration with the Records Department.
• Process prior authorizations and resolve pharmacy and prescription-related matters.
• Prepare, track, and route clinical and administrative documentation for provider review and signature.
• Track and schedule psychiatric evaluations (initial and annual) and treatment plans (ITPs); support peer review processes.
• Ensure visit documentation is complete; distribute standard patient correspondence.
• Enter and retrieve data in the EHR system; generate required reports and statistics.
• Coordinate GeneSight applications and follow-up.
• Process psychiatry discharges and coordinate care transitions across departments.
• Support emergency response coordination (e.g., 911 calls, welfare checks, incident reports).
• Take meeting minutes, maintain shared documentation, and support department organization.
• Maintain psychiatry supplies and assist with special projects and cross-coverage for other administrative roles.
• Availability to work evening hours.