ADMINISTRATIVE ASSISTANT (BILINGUAL PREFERRED)
Only individuals with previous experience. All entry-level applicants will automatically be excluded.
About the opportunity
We are seeking a FT Receptionist/Administrative Assistant to oversee the daily operations of the mental health team and provide a variety of administrative support functions for our office, which is located in Wilmington, NC. The new team member will assist providers in providing high-performance mental health care to meet the needs of our patients and target populations and develop a robust network between WMH and the community.
About the company:
Wilmington Mental Health (WMH) is a growing mental health and substance abuse treatment facility in Wilmington, North Carolina that has been caring for the community for almost three years. We are founded on the belief that everyone, no matter age, religion, race or socioeconomic status, is entitled to the best possible mental health treatment. We are also committed to the belief that our patients should feel a sense of hope, respect, and caring when they enter our facility. We assist adolescents, couples, families, and individuals with behavioral and emotional challenges in becoming more productive, independent members of society.
Duties and Responsibilities
- Hold a basic understanding of mental health and alcohol/drug abuse
- Develop professional, helpful and effective relationships with team members and patients
- Be able to work as a team member and in conjunction with all other team members in a helpful, positive manner
- Be able to project a positive and professional image to the community
- Perform general clerical work and filing
- Answer phones calls, set patient appointments, and scheduling intake appointments
- Supervise support team members
- Validate patient participation in program through identification verification
- Check patients monetary status and collect and account for payments
- Run work-related errands as needed
- Assist patients in completing insurance forms for submission as needed
- Filing for third party reimbursement (i.e. Medicaid or Commercial Insurance)
- Confirm mental health benefits coverage with insurance companies
- Discuss benefits coverage with patients and review claim submissions regularly
- Perform daily accounting duties
- Use computer programs efficiently to document accountability
- Use computer program for patient fee collection and financial accountability
- Run and analyzing key management reports
- Complete weekly reports and email them to the Clinical Director
- Send out monthly statements as needed
- Manage monthly patient lists
- Manage reception desk
- Assist in interviewing and evaluating new applicants
- Supervise the orientation and training of new applicants
- Provide written input into the performance evaluations of existing team members
- Provide recommendations regarding hiring, transferring, promoting, demoting and terminating team members
- Order and maintain sufficient inventory of general office supplies
- Offer scheduled follow-up calls post discharge
- Admit and discharge patients from EHR if assigned by Clinical Director
- Assist Clinical Director with updating daily and monthly census forms
- Make copies and scan documents for all team members as needed
- Make and maintain an adequate number of blank charts for intakes
- Assist Clinical Director in correcting patient/counselor caseload listings on a weekly basis or as needed
- Create and/or type documents, including letters and notices, as needed and requested
- Schedule patient appointments with the Clinical Director and referral sources
- Advise Clinical Director of problems encountered with job duties and schedule
- Maintain a chart monitoring/audit system and compliance tracking reports
- Attend conferences, meetings and training programs as directed
- Attend weekly treatment team meetings prepared to discuss individual patient issues as related to the Office Manager duties
- Participate in and/or help perform, schedule, or attend monthly in-service trainings
- Participate in all trainings as required by federal, state, local and accrediting agencies.
- Help ensure the treatment center meets all accreditation standards, and complete assigned activities
- Ensure all administrative documents are up to date, including support team member’s administrative and professional documents.
- Ensure support team members achieve target levels of practice performance outcomes
- Use data and analytics to identify overall trends, pinpoint lagging performance, and prioritize focus areas
- Implement solutions derived analyses to generate engagement and build trust
- Engage in outreach activities, which may include writing letters and making follow-up calls to community agencies
- Meet WMH attendance standards and be present and ready for work at the beginning of their established work schedule
- Report any work-related injury or illness, or workplace hazards or security issues immediately to Clinical Director and ensure documentation is completed in a timely manner
- Develop work schedule for employees and contractors to ensure adequate coverage
- Manage time off requests, schedule adherence, and timekeeping for the support team
- Other duties as assigned by Clinical Director
Personal Characteristics
- Possess the knowledge, skills and abilities listed below:
- High integrity
- Ability to maintain and communicate broader perspective to the team
- Capable of effectively delivering positive and negative feedback to the team
- Excellent verbal and written communication skills
- Sound judgment
- Efficient
- Self-starter
- Strong customer service and interpersonal communication skills
- Knowledge of basic accounting and accounts receivable
- Accurate data entry skills with knowledge of basic keyboarding
- Professional and courteous telephone skills
- Ability to file numerically and alphabetically
- Knowledge of confidentiality and release of information
- Ability to work independently and under pressure, handling multiple tasks simultaneously
- Ability and willingness to collect monies from patients
- Ability to enforce treatment center policies with regard to fee collection
- Ability to train team members
- Must be able to react quickly
- Knowledge of basic computer/word processing skills
- Knowledge and skill in the use of typical office equipment such as calculator, fax machine, copier, computer, telephone, postage meter, scales, scanner and computer programs
- Flexible, adaptable, open to the rapid changes inevitable in a high-growth company
Physical Requirements and Working Conditions
- Ability to communicate by phone or in person at normal volumes.
- Adequate vision to read correspondence, computer screen, forms, etc.
- Prolonged sitting, some bending, stooping and stretching
- Manual dexterity sufficient to operate keyboard, copier, telephone, calculator and the ability to write phone messages and receipts
- Variable workload, periodic high stress and activity level
- Standard clinical setting conditions and environment
- Interactions with patients who may be ill, have infectious diseases, have mental health diagnoses and/or are involved in the criminal justice system.
- Critical core competencies
- Culturally competent or native Spanish speaker; ideally
- Experience supporting healthcare providers
- Excellent communication skills
- Strong problem solving skills
- Highly organized
- Effective at time management,
- Adept at navigating technical software
Minimum Qualifications
- Certified Medical Assistant (Optional)
- Two or more years of administrative experience, providing frequent feedback and hands-on support
- A minimum of one (1) year experience as an office manager or business manager
- Three to five years of experience working in a mental healthcare agency or in account management where the primary focus of the role was to build meaningful partnerships
- One to three years of billing experience
- A valid driver’s license
- A minimum of a high school diploma or equivalent
Regulatory
- Comply with all federal, state and local regulatory agency requirements
- Comply with all accrediting agency requirements
Why Work For WMH
- Amazing workplace culture
- Team building
- Opportunity to give back to the community
- Job stability and growth opportunities
COVID-19 Notice:
At WMH nothing is more important than the health and safety of our patients and team. Our facility is following the infectious-disease and emergency-management plan tailored to specifically address the unique aspects of COVID-19 prevention. We are:
- Cleaning and disinfecting our rooms and halls regularly
- Implementing social distancing protocols
- Using masks as indicated by the CDC
- Conducting symptom screenings for all members of the team and patients
Questions
Call 910-777-5575 or email us
To Apply:
- Email your resume
- Cover letter
- Resume
- Two references and their contact information
Job Type: Full-time
Pay: $15.00 per hour
Expected hours: 40 per week
Benefits:
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- No weekends
Education:
- High school or equivalent (Preferred)
Experience:
- Customer service: 2 years (Required)
- Medical terminology: 1 year (Preferred)
- Computer skills: 2 years (Required)
Language:
Work Location: In person
