In my previous role, I managed electronic health records (EHR) for over 200 patients, ensuring accuracy and compliance with HIPAA regulations. I regularly updated patient information, scheduled appointments, and handled sensitive data with discretion. My attention to detail and understanding of privacy laws allowed me to maintain confidentiality while streamlining administrative processes. I also trained new staff on proper documentation practices, ensuring consistency across the team.

I prioritize tasks by assessing urgency and importance, using tools like to-do lists and calendar reminders. For example, I handle time-sensitive tasks like appointment scheduling first, followed by administrative duties like filing or data entry. I also communicate with therapists to align on priorities. Staying organized and adaptable helps me manage competing demands effectively, ensuring smooth operations even during busy periods.

I have extensive experience scheduling appointments using software like Practice Fusion and Google Calendar. I coordinate between therapists and clients, ensuring minimal conflicts and timely reminders. I also handle rescheduling requests and cancellations efficiently, maintaining clear communication with all parties. My proactive approach helps reduce no-shows and ensures therapists’ schedules are optimized for productivity.

When dealing with upset clients, I remain calm, empathetic, and solution-focused. I listen actively to their concerns, validate their feelings, and work to resolve issues promptly. For example, if a client is frustrated about a scheduling error, I apologize sincerely and offer alternative solutions. My goal is to de-escalate situations while maintaining professionalism and ensuring clients feel heard and supported.

I am proficient in EHR systems like TherapyNotes and SimplePractice, as well as Microsoft Office Suite and Google Workspace. I also have experience with billing software like QuickBooks and appointment scheduling tools. My technical skills enable me to manage administrative tasks efficiently, from maintaining records to generating reports. I am also quick to learn new systems, ensuring I can adapt to the specific tools used in this role.