JOB SUMMARY:
Provide skilled administrative support to assigned management and professionals. Monitors office process and procedures and works with supervisor to create efficiencies. Provide back-up support for front desk specialists, as needed. Other responsibilities encompass: 1) maintain and develop data collection and entry processes for WJT and WIR as needed, 2) manage documentation and admission requirements, and 3) billing program enrollments, coordinate special projects as assigned.
POSITION SPECIFIC DUTIES & RESPONSIBILITIES:
Administrative Duties
- General administrative support
- Provide administrative support to supervisor.
- Perform related data entry tasks and database management tasks. Create forms, tables, spreadsheets, and assists in special projects.
- Maintain filing for program.
- Register clinician and/or directors for conferences. Arrange travel/lodging, if necessary.
- Provide on-site consultation and problem-solving expertise for office staff.
- If applicable, work closely with other super users to identify and utilize the full potential of the EHR system.
- Identify and immediately communicate related workflow issues, concerns, and/or operational functions to the Supervisor to improve efficiency and client service.
- Cover front desk for meetings, lunch, PTO and unexpected absences.
- Inventory and maintain adequate supply of staff and program materials.
- Compliance Duties – if applicable/varies by program
- Complete Medicaid Eligibility Verifications and procure of Medicaid numbers and Member ID numbers when required.
- Monitor and comply with standards for implementation of program assessment tools; provide notification/reminders to staff for compliance with contracts.
- Provide notifications to staff and directors of needed updates and/or system improvements.
- Utilize EHR system and other resources to supervisor; generate and delivery assigned daily, weekly, and monthly reports.
- Administer and process client kiosks and electronic assessments as needed.
- Cash and credit card management
- Conduct bank runs for petty cash and change reserve, purchase gas cards, and follow agency protocols regarding check-out of agency charge cards (i.e. Wal-Mart, Office Depot, etc.).
- Reconcile credit card statements by compiling receipts and other needed documentation, and ensure receipts are obtained at time of purchases.
- Ensure safety and security of all agency monies (i.e. petty cash funds, assigned agency credit cards, etc.) with highest integrity by following all established policies on front desk cash handling and reconciliation procedures.
Front Desk Duties.
- Answer all incoming calls timely, provide general program information, and transfer to appropriate parties, when necessary. Schedule callers with upcoming appointments, when necessary.
- Demonstrate proper telephone etiquette and maintain solid customer relations by handling questions and concerns promptly and with courtesy and patience. Take and distribute messages as requested.
- Promptly report concerns regarding telephone dysfunction to the front desk supervisor or manager of support services.
- Utilize the EHR system efficiently to answer callers’ questions, as appropriate given clients’ rights and legal and ethical considerations.
- Maintain logs of calls and any additional information required for various reports or special projects requested by management.
- Ensure daily opening and closing of building. Ensure call forwarding has been set each evening and system is restored each morning.
- Open and close building daily. Set call-forwarding before leaving each evening and restore system each morning. Ready the reception area each working day and ensure the front desk is fully operational at the start of business hours.
- Provide signage on front desk and door for agency and holiday closures.
- Maintain daily, weekly, and monthly operations by following policies and procedures.
- Update directories and reference material kept at the front desk.
- Establish and maintain office files, logs, and other administrative front desk reports.
- Identify areas of system improvement; suggest changes to supervisor.
- Disseminate internal communications, including messages, faxes, emails, memos, etc. Access overhead paging system, if appropriate, to make announcements.
- Generate reports as requested by staff or management.
- Operate copy machine.
- Ensure availability of agency forms and office supplies.
- Maintain a safe and secure working environment. Report concerns to leadership regarding safety, staff issues, and noncompliance activities and agency policies and procedures.
- Responsible for inventory control and office supply acquisition and management.
- Client and Public Engagement:
- Greet and assist all visitors and clients. Be courteous, polite, and helpful to the public and clients at all times with continuous awareness of maintaining a positive agency image.
- Calmly and efficiently assist with complaints and difficult or emotional client situations; handle all situations in a professional manner, exhibiting excellent customer service skills at all times.
- Promptly report concerns regarding safety issues, customer service and/or client complaints, and noncompliance activities of agency policies and procedures to the front desk supervisor/manager of support services.
- Maintain a good working knowledge of agency and community services.
- Monitor waiting room and client needs. Maintain a comfortable, orderly waiting room.
- Log into EHR daily to monitor clinician’s appointments in schedulers.
- Check client appointments in when arriving
- Collect all required paperwork including: co-pays, income verification, copy and proof of insurance
- Assist client with kiosk when appointment for intake or comprehensive care plan review.
- Complete other EHR duties as required:
- Enroll in CCBHC
- Assist with Medicaid enrollment
- Check OHCA for Medicaid eligibility and authorizations
- Open EHR program assignments with guarantors
- Keep client appointments on schedule; review service flow compared to schedule. Notify provider of appointments.
- Use research skills to troubleshoot client or staff problems.
- Provide and/or arrange client transportation, including but not limited to inpatient facilities, detention centers, doctor’s appointments, courthouse proceedings, and Family & Children’s Services appointments.
- Assist with all donations and organization of goods. Provide follow up correspondence and detailed information to FCS development division for accurate reporting.
Financial Recording of Daily Business Activities – if applicable varies by program.
- Make payor source assignments in the electronic system. Determine financial status of patients and record and update financial information in the EHR system; record and collect client fees and co-pays.
- Ensure all services reported are captured and entered into the EHR system according to protocol.
- Prepare and audit EHR system “End of Business Day” reports to ensure accuracy in day-to-day functions. Provide immediate notification to supervisor regarding client accounts, delinquency of client payments and issues involving timeliness of service entry into the EHR system.
- Make payor source assignments in the electronic system. Determine financial status of patients and record and update financial information in the EHR system; record and collect client fees and co-pays.
- Ensure all services reported are captured and entered into the EHR system according to protocol. Prepare and audit EHR system “End of Business Day” reports to ensure accuracy in day-to-day functions.
Track and Report WJT and WIR Data
- Collect and enter criminal justice data on WIR and WJT clients including assessment date, referral source, judge, criminal history, charges, children, etc.
- Collaborate with WJT and WIR supervisory staff and program consultants around data collection, reporting, benchmarks and program outcomes.
- Collaborate with WIR and WJT staff on system improvements to address data collection and data input.
- Maintain WJT data system expertise to maximize tracking and reporting benefits. 5) Develop and oversee tracking systems for special projects and new programs.
Management and Expansion of Grants, Contracts, and Internal Benchmarks
- Provide support for the SNAP grant for WJT employment and education services and WIR as needed.
- Assist with WJT employment outcome data collection and reporting.
- Support accurate billing information and invoicing procedures for SNAP.
- Maintain monthly Participant Activity Sheets.
- Submit and track reverse referrals for clients.
- Track client SNAP eligibility and add-on supports receipts.
- Coordinate with leadership and staff to ensure compliance in documentation for all SNAP eligible clients.
Administrative and Training Duties
- Assist in establishment of administrative procedures with expansion of WJT programming and clients.
- Provide ongoing staff training on established documentation and data collection procedures and proper utilization of tracking systems
- Establish procedures and protocols on proper documentation and utilization of data system. 4) Participate in staff meetings, in-service training, and workshops.
- Perform other duties as assigned.
QUALIFICATIONS
EDUCATION:
- Must be a high school graduate or have HS equivalent
EXPERIENCE:
- Preference given to individuals with 1 or more year of administrative experience, particularly in healthcare environment.
- Must be able to demonstrate basic proficiency with Microsoft office software.
- Requires two years of office management experience, including supervision of staff.
PERFORMANCE COMPETENCIES:
- Essential Behaviors
- Client and Public Engagement/Customer Service
- Administrative Duties
- EHR and Client Record Responsibilities
- Office Operation Management
KNOWLEDGE/SKILLS/ABILITIES:
- Adaptability: The ability to adjust to changing priorities, unexpected situations, and new challenges while remaining productive and effective.
- Interpersonal Skills: The ability to establish and maintain professional relationships with clients, families, caregivers, colleagues, and community partners.
- Initiative: The ability to work independently with limited supervision and produce results in a timely, accurate and meaningful manner.
- Cooperation: The ability to work effectively with others is important for successful multidisciplinary teamwork. This includes the ability to work cooperatively, to contribute positively to group dynamics, and to share knowledge and resources.
- Multitasking: The ability to efficiently and effectively manage multiple tasks, projects, and responsibilities concurrently. This includes juggling multiple demands simultaneously and being skilled at adapting to changing priorities in a fast-paced work environment.
- Detail Oriented: The ability to consistently review and verify information for accuracy, detect errors, and take steps to correct them. This quality is essential for producing high-quality work and ensuring tasks are executed with precision and completeness.
- Organized: The ability to use tools, systems, and processes to streamline workflows, keep track of essential information, and consistently meet deadlines. This skill is is essential for optimizing productivity and contributing to the overall efficiency of the team.
CERTIFICATIONS/LICENSES:
- Must possess a valid Driver License and satisfactory driving record and use personal automobile to travel to locations other than primary office. Proof of automobile insurance required.
SAFETY SENSITIVE JOB CLASSIFICATION:
This job is classified as a “safety-sensitive” position as defined by the Oklahoma Medical Marijuana and Patient Protection Act. Due to the “safety-sensitive” classification, an employee in this position would be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children’s Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.
Required
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Office management experience.
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Must be able to type a minimum of 40 WPM. Requires ability to work with the public, ability to maintain professionalism at all times and ability to maintain confidentiality. Advanced Microsoft office skills required. Must possess an Oklahoma Driver License and use personal automobile to travel to locations other than primary office.
Required
Preferred
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Bachelors or better in Psychology or related field
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Bachelors or better in Business Administration or related field
Preferred
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
