Office Administrator at ProTeam Wellness in Indianapolis, IN

At ProTeam Wellness, we are dedicated to helping individuals achieve better health through compassionate care, teamwork, and a patient-first approach. We are excited to offer an opportunity to join our growing team as an Office Administrator. This role is ideal for a motivated, organized professional who enjoys creating a welcoming environment, supporting daily operations, and helping our team deliver an exceptional experience for every client. Join us and become part of a positive workplace focused on wellness, collaboration, and making a difference in the community!

Key Responsibilities

• Greet and check in clients with professionalism, respect, and discretion
• Answer phones and respond to inquiries, including time-sensitive or confidential requests
• Schedule, confirm, and manage appointments for clinicians and clients
• Coordinate intake processes, ensuring all required documentation is completed accurately
• Verify insurance benefits, authorizations, and collect co-pays/payments
• Maintain and update client records in the electronic health record (EHR) system
• Handle all client information in strict compliance with HIPAA and heightened confidentiality expectations common among public safety personnel
• Serve as a liaison between clients and clinicians while maintaining appropriate boundaries
• Manage cancellations, waitlists, and urgent scheduling adjustments
• Support basic billing functions and follow up on outstanding balances
• Maintain a calm, organized front office environment, especially during high-stress interactions
• Monitor office supplies and ensure front desk efficiency

Qualifications

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred)
• 2+ years of front office or administrative experience, preferably in healthcare or behavioral health
• Experience working with or supporting public safety, military, or high-stress professions is strongly preferred
• Familiarity with insurance verification, co-pays, and prior authorizations
• Experience with EHR systems and scheduling platforms
• Strong organizational skills and attention to detail
• Excellent communication and interpersonal skills
• Ability to remain calm, professional, and empathetic under pressure
• High level of discretion and ability to manage sensitive information

Preferred Skills

• Understanding of first responder culture and occupational stressors (e.g., trauma exposure, shift work, stigma around mental health)
• Experience in trauma-informed care environments
• De-escalation and conflict resolution skills
  

Work Environment

• Outpatient behavioral health clinic with a focus on public safety professionals
• May involve interactions with clients experiencing acute stress, trauma-related concerns, or crisis situations
• Requires strong boundaries, emotional resilience, and professionalism

Benefits

• Paid Time Off (PTO) for vacation, personal time, and sick leave
• Paid holidays observed throughout the year
• Health, dental, and vision insurance options available
• Retirement savings plan opportunities
• Supportive and collaborative team environment
• Wellness-focused workplace culture