Administrative Assistant II, Outpatient Clinic

About the role

Join a multi-disciplined team led by a bold vision to change lives in a fast-paced outpatient mental health clinic (OMHC) and addictions services setting.

Responsibilities

• Receive clinic clients and collect client co-payments
• Receive and route telephone calls
• Schedule client follow-up appointments
• Maintain client medical records in good order, file client information, and process administrative paperwork
• Assist with maintenance of OMHC electronic health records
• Maintain clinic facilities for optimal and secure functioning
• Support medical staff with receipt, logging, and distribution of faxes, medical refill requests, pre-authorization requests, and delivered medications
• Provide backup assistance to Intake and other administrative staff as needed
• Complete insurance authorizations and eligibility checks
• Monitor and route OMHC and/or substance use program voicemail messages
• Schedule appointments for clients and staff
• Manage the administrative information flow in the EHR
• Check client eligibility status to verify insurance coverage
• Check and verify current Individual Treatment Plans (ITPs)
• Apply for concurrent insurance authorizations
• Log and distribute incoming and outgoing faxes
• Request, log, and secure client co-payments
• Print provider schedules and billing sheets
• Make appointment reminder calls
• Inventory, order, and maintain office supplies
• Respond to all requests from providers, clients, and other staff in a professional manner
• Communicate critical information to staff in a timely manner
• File all notes and papers in client charts
• Collaborate with clinic directors on discharges and send 30-day letters to clients
• Close charts in multiple electronic data systems
• Collaborate with psychiatric/addiction provider(s) to process prescription refills and prior authorizations
• Conduct registration and obtain all documents required to register as a client of the OMHC and addiction services
• Receive, log, and secure all delivered medications and handle client specimens as needed
• Perform all other duties as assigned to ensure successful operation of OMHC and/or addictions services

Requirements

• High school diploma is required; an Associate’s Degree in business administration or related field is preferred
• Prior experience in a health care setting is preferred, but not required
• Commitment to excellent customer service for clients and staff
• 1-2 years of progressively more responsible administrative experience
• Experience and aptitude with computer systems and data software such as an Electronic Health Record
• Ability to maintain and protect client confidentiality and privacy
• Demonstrated attention to detail and ability to work quickly and efficiently
• Ability to multi-task in a high-volume, fast-paced health care business environment
• Willingness to take on varied responsibilities and work as part of a team to ensure the overall success of the Clinic
• Excellent interpersonal skills; a sense of humor is a plus

Benefits

• Comprehensive tuition reimbursement program to support ongoing education and licensure/certification preparation
• Comprehensive medical, dental, and vision benefits for benefit-eligible positions
• 403b retirement match
• Generous paid-time-off for benefit-eligible positions
• Complimentary Employee Assistance Program (EAP)
• Generous mileage reimbursement program

Pay

$20.60 - $22.27 per hour.