Lead Bilingual Spanish Psychiatry Administrative Assistant

We are seeking a Spanish-speaking Lead Psychiatry Administrative Assistant to serve as the primary point person for managing the administrative functions of our Psychiatry Program. This individual will support two to three part-time prescribers and ensure smooth day-to-day operations in a fast-paced behavioral health environment. The ideal candidate has direct experience in a high-volume medical or behavioral health office, including patient-facing responsibilities, managing complex provider schedules, coordinating communication between patients and clinicians, and navigating EHR systems efficiently. This role requires professionalism, strong judgment, discretion, and the ability to work independently while maintaining a collaborative team approach.

• Serve as the lead administrative support for the Psychiatry Department
• Manage prescriber calendars, including scheduling, confirmations, reschedules, waitlist management, and reminder texts
• Coordinate high-volume provider schedules efficiently and accurately
• Provide telephone and front-desk coverage; serve as backup reception support as needed
• Communicate with patients, providers, and supervisors to address inquiries and resolve concerns
• Provide limited Spanish interpretation support as needed
• Coordinate virtual visits and meetings (send links, troubleshoot Zoom, initiate 3-way calls)
• Check patients in/out and coordinate psychiatry records requests
• Process prior authorizations and resolve pharmacy/prescription issues
• Prepare and route clinical and administrative documents for provider review and signature
• Track and schedule initial and annual psychiatric evaluations
• Coordinate ITP scheduling and signatures; support monthly peer review completion
• Review visit paperwork for completeness and distribute patient correspondence
• Complete EHR data entry and generate required reports (weekly/monthly statistics, re-engagement outreach, reporting metrics)
• Coordinate GeneSight applications (submission and follow-up)
• Process psychiatry discharges and coordinate transitions of care
• Support emergency response coordination (911 calls, welfare checks, incident reports)
• Take meeting minutes on rotation and maintain documentation
• Maintain department supplies and equipment
• Provide cross-coverage for other administrative roles (including Referral Coordinator)
• Support special projects and required meetings/trainings

Shift: Monday & Tuesday 12p-8:30p (remote); Wednesday - Friday 8:30a-5p (in office)