Administrative Assistant in Nottingham

The Center for Trauma, Stress, and Anxiety, LLC (CTSA), is a large mental health practice with a mission to be the premier integrative health and wellness resource for trauma and anxiety in our community. We currently have three locations (Bel Air, Nottingham, and Hunt Valley), and we partner with our sister company - Get Centered Wellness, LLC - which offers vibrational sound healing, yoga therapy, meditation, reiki, retreats, executive function coaching, therapeutic intensives, and more. We are looking to meet the growing needs of our communities and add a full-time Administrative Assistant to our incredible, multidisciplinary team.

We have a strong Administrative Team full of caring, compassionate, highly driven teammates, and we’re looking to add another teammate who has a passion for working in the mental health field. The right Administrative Assistant will have a fervent desire to be part of a team culture, but can also work independently. Our Administrative Team often serve as the very first impression potential new clients have of our practice and our team. As a result, we are searching for a candidate that is highly professional, warm, empathic, and reassuring.

What It’s Like to Work Here: We are looking for teammates that do what they say they’re going to do. The ones who show up, ready to do what’s right even when no one else is looking. The ones who take pride in being in the honorable role of a helping professional, and feel that they are aligned with their purpose and their why. We want teammates who are down to earth, aligned with their purpose, and want to work for a practice that really cares.

Sometimes we’re going to ask you to do things you don’t feel like doing... Like reaching out to every person who inquires about our services, or sitting on hold for an hour to advocate for a client with a billing problem. This might take time, and it will certainly take effort. But it shows our clients and our community that we are invested in their well-being, and we expect our teammates to go the extra mile for our clients and each other.

We work hard and play hard. We want people on our team who are excited to be here and share in our shenanigans. We love being playful, creative, innovative, and offering services that no one else offers. We love supporting each other through the highs and lows - personally and professionally. If you’re not interested in that, please don’t apply.

We do not tolerate negativity, drama, or gossiping. Drama breeds negativity and we are fiercely protective of the healthy, supportive culture we’ve built and work hard to maintain. We believe that our work environment should be fun, challenging, and inspiring. We want people with positive attitudes that we can "do life" with, who are ready to inspire their coworkers, their clients, and their communities. Pessimists, Debbie Downers, and gossipers will not last long here.

Let’s talk about money. We offer our teammates a fair rate, and in exchange for that, a ton of support. We have an incredible onboarding and training program that supports you through your first 90+ days of employment. We set you up to be a success and a source of compassion, reassurance, and hope to our community. We encourage you to grow and cross-train.

What you may not like about CTSA:

• We have high expectations. We expect our teammates to be detail-oriented, independent, have excellent follow-through, and maintain a positive attitude.
• You can’t call out sick or cancel your day because you don’t feel like talking to people that day. Cancellations are for emergency situations only and true illness.
• You must comply with our office policies. Policies are created to keep order and healthy boundaries.
• You must pay attention to detail and work well as a member of the team.
• You will be held accountable for the workload you agree to.

What you will LOVE about CTSA:

• We are very fair.
• Our admin team couldn’t be more supportive and amazing.
• We love to get together for non-mandatory fun.
• We offer integrative services and love when our teammates find a way to offer something "extra".
• We care about you. We want to see you succeed, remember your why, and align with your purpose.

Please understand, we are not looking for people who are job hoppers. We are looking for professional teammates who truly want to feel like part of a team, and part of something bigger than themselves.

Administrative Assistants with a background in Psychiatry/Behavioral Health/Mental Health are strongly encouraged to apply (though this is not a requirement)!

Job Responsibilities:

• Client Care Coordination: Answering phone calls, texts, and emails of potential new clients; assisting with intake coordination for new clients; assisting with insurance verification and eligibility checks.
• Medical Records Management: Manage all inbound and outbound faxes; process and track medical records and Release of Information (ROI) requests.
• Medication Management Support: Serve as the main point of contact for all medication management tasks, including client inquiries, scheduling support, prior authorizations, refill requests, and maintaining clear communication between providers, pharmacies and clients.
• Credentialing and Compliance: Overseeing all provider credentialing processes, including initial enrollment, managing CAQH profiles, tracking license and insurance effective dates, resolving credentialing issues, requesting payer fee increases, and maintaining fee schedules.
• Operational Efficiency and Reporting: Tracking key performance indicators, identifying opportunities for improvements and greater efficiency, and collaborating with Practice Manager to refine administrative systems where possible.
• Other administrative support as requested.

Skillsets for Success:

• Previous experience providing administrative support to a busy office.
• Proficiency with office software, CRMs, EHR systems, and Google Workspace.
• Receptionist experience required.
• Outstanding customer service skills.
• Excellent time management skills and the ability to prioritise work.
• Strong organisational skills with the ability to multitask and prioritise effectively.
• Ability to handle sensitive information with discretion and maintain client confidentiality.
• Excellent written and verbal communication skills.
• Attention to detail and problem-solving skills.
• Independence and agency - ability to see work that needs to be done without having to be told to complete it.
• Candidate must be self-motivated, highly organised, have the ability to multi-task and be willing to take on more tasks as needed.

Perks:

• Robust full-time benefits package, including competitive salary with full benefits.
• Paid time off.
• Paid sick leave.
• 401(k) with 4% match.
• Medical, Dental, and Vision Insurance.
• Health savings account.
• Life insurance.
• A supportive, team-based environment.