Therapy Administrative Assistant

Therapy Administrative Assistant

Job Summary

The Therapy Administrative Assistant provides essential administrative and operational support to the therapy department, ensuring efficient scheduling, accurate documentation, and smooth day-to-day operations. This role works closely with therapists, leadership, and support teams to maintain organized client records, optimize therapy schedules, and support program coordination, including IOP and group services. The position also assists with reporting, auditing, and process improvement initiatives, contributing to high-quality, compliant, and client-centered care.

Key Responsibilities

Oversee and manage therapy schedules to ensure optimal utilization, maintaining full schedules while accounting for the complexities and nuances of therapy scheduling.

Support the PAR Team in developing group schedules for IOP (Intensive Outpatient Program), Transitions groups, and other therapy-related programming.

Conduct therapy chart audits using the Therapy Medicaid Auditing Tool to ensure accuracy and compliance.

Assist the Executive Clinical Director in generating and compiling relevant reports (e.g., missing notes, documentation tracking).

Identify and implement process improvements to enhance the efficiency and effectiveness of the therapy department.

Utilize Google Workspace (Docs, Sheets, Drive, etc.) effectively for documentation, reporting, and communication.

Manage inventory and ordering of office supplies and program materials, including snacks for IOP.

Monitor and coordinate holiday scheduling blocks to ensure appropriate coverage and continuity of care.

Perform daily administrative duties such as uploading documents to client charts, maintaining organized records, and processing required paperwork.

Provide scheduling support for client appointments as needed.

Verify insurance eligibility when required.

Offer administrative support to therapy reception, therapists, the Clinical Supervisor, and the Executive Clinical Director as needed.

Qualifications

Minimum of 1–2 years of administrative experience, preferably in a healthcare or behavioral health setting
Strong organizational and time management skills with the ability to prioritize tasks in a fast-paced environment
Experience with scheduling systems and managing multi-provider calendars is highly preferred
Familiarity with electronic health records (EHR) systems and medical documentation processes
Knowledge of insurance verification processes, particularly Medicaid, is a plus
Proficiency in Google Workspace (Docs, Sheets, Drive, etc.) and general computer skills
Excellent attention to detail, especially for auditing and documentation accuracy
Strong written and verbal communication skills
Ability to handle sensitive information with confidentiality and professionalism (HIPAA compliance awareness preferred)
Problem-solving mindset with the ability to suggest and implement process improvements
Collaborative team player capable of supporting multiple stakeholders (therapists, leadership, administrative staff)