Lead Administrative Assistant

Position Overview:

Synergy Family Services, Inc. is seeking a highly organized and detail-oriented OMHC Lead Administrative Assistant to oversee daily administrative operations within our Outpatient Mental Health Center (OMHC). This full-time, in-person role is responsible for supervising administrative staff, ensuring efficient office workflows, and maintaining compliance with organizational and regulatory standards.

Position Details:
Job Title: OMHC Lead Administrative Assistant
Employment Type: Full-Time
Schedule: Monday – Friday
Work Location: In-Person

Key Responsibilities:

• Oversee all Administrative Assistants, including delegation and completion of tasks
• Monitor office supply levels and coordinate needs with the Office Manager
• Ensure administrative staff consistently reflect the agency’s mission, vision, and values
• Participate in interviewing and training new administrative staff
• Oversee and ensure efficiency of the client referral process
• Ensure completion of monthly insurance eligibility verifications
• Ensure all referrals are accurately entered into the electronic database system
• Oversee timely completion of doctor billing processes
• Ensure efficient processing of OMHC and PRP initial authorizations
• Ensure referral information is properly documented in intake files
• Oversee client medical records requests and ensure timely processing
• Monitor and ensure completion of client discharges
• Ensure timely mailing of ITPs, IRPs, and therapy status letters
• Ensure prompt and professional response to emails
• Review and approve timesheets and invoices
• Collaborate with Leadership Team members as needed
• Oversee and manage physician scheduling
• Ensure compliance with HIPAA and confidentiality regulations
• Track and complete Key Performance Indicators (KPIs)

Qualifications: 

• Bilingual-(Fluent in Spanish) 
• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred
• Previous experience in administrative or office management, preferably in a healthcare or behavioral health setting
• Supervisory or leadership experience preferred
• Strong organizational and multitasking skills
• Excellent communication and interpersonal skills
• Proficiency in electronic health records (EHR) systems and Microsoft Office Suite
• Knowledge of insurance verification, billing processes, and authorizations preferred
• Understanding of HIPAA compliance and confidentiality standards
• Understanding of CARF

Benefits:

• Health Insurance, Dental Insurance, Vision Insurance and Medical Benefits
• 401(k) Plan
• Free Continuing Education (CEU) Training
• Paid Time Off (as applicable per company policy)