Position: Administrative Assistant
PROGRAM: Outpatient Mental Health Clinic
EXEMPT/NON-EXEMPT: Exempt
WORK SCHEDULE: Monday-Friday (Part-Time: 20 hours)
SUMMARY OF POSITION RESPONSIBILITIES:
The primary function of the Intake Coordinator/Administrative Assistant is to coordinate the referral process and assist with office operations to ensure efficiency and compliance with company policies. The role is vital in working with clients and staff to ensure a smooth flow of day to day operations while providing exceptional customer service.
Scheduled Duties:
- Provide information to and address inquiries from clients and support system about program services, intake processes, and eligibility
- Manage all referrals and documentation which includes screening intake requests, preparing intake packets, obtaining authorizations, checking EVS for active coverage, sending and receiving medical releases.
- Assist clients and providers in closing authorizations as warranted
- Communicate with clients, providers, and therapists regarding referral status
- Maintain a referral tracker daily by updating intakes and client status
- Input client information into EMR to activate, provide needed data, and/or discharge clients
- Provide census and data reports from the EMR as requested
- Research and assist in absolving program authorization issues from Medical Assistance
- Maintain, update, and distribute staff tracking sheets, lists, etc
- Collaborate and communicate with stakeholders and referral sources regarding referral information and process
- Verifying insurance coverage and co-payment information for commercial insurance clients
- Manage phone calls for the office including upper management and incoming and outgoing correspondence
- Assist with scheduling appointments and reminders, follow-ups, etc.
- Opening and Closing the Office
- Distribute chart audit documents to staff
- Document all correspondence in EMR
- Conduct outreach to new and current clients
- Any other duties as assigned
SKILLS:
- Effective written, oral communication skills and interpersonal abilities
- Familiarity with office management procedures and basic accounting principles
- Excellent knowledge of MS Office and Google Workspace
EXPERIENCE:
- Associate's Degree or equivalent experience
- Office Administration: 2 years
Job Type: Full-time
Pay: $16.50 - $18.00 per hour
Work Location: In person
