Job Description

JOB TITLE

Staff Associate

DEPARTMENT

Clinical Administration

REPORTS TO TITLE

Senior Staff Associate

JOB LOCATION

San Mateo, CA

WORKPLACE SETTING

ONSITE ☒ HYBRID ☐ REMOTE ☐

FT/PT

FULL TIME ☒ PART TIME ☐

HRS PER WEEK

40

DATE

7/10/25

POSITION DETAILS (HR ONLY)

EMPLOYEE TYPE (EEO Category)

EXEMPT ☐ NONEXEMPT ☒

As a Staff Associate, you will be supporting a team of clinicians providing administrative functions. Additionally, you will promote communication between clinicians and their patients and families.

RESPONSIBILITIES

ESSENTIAL RESPONSIBILITIES

• Provide a high-quality patient experience for families receiving care at Child Mind Institute.
• Manage clinicians’ calendars ensuring efficiency of clinical time and schedule appointments in the electronic medical records (EMR) system.
• Facilitate the flow of phone and email communication between clinicians and patients.
• Collect initial patient information, perform intakes and coordinate services.
• Check in patient appointments and process daily billing through the EMR system.
• Maintain accurate and updated patient records.
• Follow HIPAA guidelines and strictly protect personal health information.
• Perform additional job-related duties as needed.

MANAGEMENT RESPONSIBILITIES

This is a non-supervisory position.

QUALIFICATIONS

MINIMUM QUALIFICATIONS

• 2+ years of administrative or office experience required.
• High school diploma or GED required.

GENERAL QUALIFICATIONS

• Attention to detail: Ensure accuracy and precision in all tasks.
• Time management: Efficiently handle multiple responsibilities and meet deadlines.
• Communication: Effectively convey information and collaborate with others.
• Problem-solving: Ability to identify issues and develop solutions.
• Teamwork: Work cooperatively and contribute to group efforts.
• Dependable: Reliable and consistent in completing tasks on time.
• Professional: Maintains a positive and respectful demeanor.
• Collaborative: Works well within a team and supports colleagues.

ADA RELATED QUALIFICATIONS

This position is based in a professional office environment. It requires the ability to sit or stand for extended periods, operate standard office equipment (including computers, phones, copiers, and printers), perform repetitive tasks, and communicate effectively with others. Occasional lifting of up to 20 pounds may also be required.

DISCLAIMER

The Child Mind Institute is committed to fostering an inclusive and equitable workplace where all individuals are treated with respect and dignity. We are proud to be an equal opportunity employer and prohibit discrimination and harassment of any kind.

ACKNOWLEDGEMENT

I acknowledge that I have received, read, and understood the responsibilities, expectations, and qualifications outlined in this job description. I understand that I am expected to comply with all company policies and procedures while employed. I understand that this job description is intended to provide a general overview of the role and does not represent an exhaustive list of all responsibilities or tasks. The organization reserves the right to modify, add, or remove duties as necessary to meet business needs.

Manager

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Employee

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