Clinical Intake Administrative Assistant - Part-time

About the role

CORA Services, Inc is a dynamic not-for-profit organization in Philadelphia with a mission to empower children, young people, and families to thrive through quality and compassionate service. For over 50 years, CORA has served children and families experiencing emotional, academic, and social challenges that impact their development and productivity. Our Clinical Services Division provides clinical support services to students in more than 100 non-public and charter schools throughout the Delaware Valley.

We are searching for a passionate, mission-driven individual to join our Clinical Department as a part-time (20 hours per week) Clinical Intake Administrative Assistant. This role supports the smooth functioning of psychiatry services and the Law Enforcement Health Benefits (LEHB) program within the Clinical Services Division.

Schedule

• Part-time, 20 hours per week
• 4-hour shifts, in-person at the CORA office (Monday–Thursday) and LEHB on Fridays
• Mondays–Wednesdays: 10:00 am – 2:00 pm
• Thursdays and Fridays: 2:00 pm – 6:00 pm

Pay

Starting rate: $20.25/hour (actual pay rate commensurate with experience).

Responsibilities

• Provide administrative support to Agency Psychiatrists, including in-office assistance, scheduling/rescheduling/confirming appointments, and coordinating consults between psychiatrists and treatment teams.
• Assist clients in completing necessary intake paperwork for psychiatry services.
• Bridge communication between multiple pharmacies, insurance companies, psychiatrists, and clients.
• Submit prior-authorization forms and medication refill requests as required.
• Assist with letter requests for disability, FMLA, Medicaid, and other purposes.
• Verify insurance for all new psychiatry clients and discharge clients from Program Enrollment in the EHR system.
• Collect and bill weekly for all psychiatry appointments (in-person and Telehealth) for psychiatrists and therapists, and send overdue copayment reminders.
• Connect payments from Square to EHR weekly and process Adobe consents for Telehealth clients.
• Process requests for client services and assist with eligibility determination for intake.
• Answer and address intake calls for all Clinical programs during assigned hours.
• Serve on various committees and/or work teams as requested.
• Participate in a minimum of 6 hours annually of professional training.
• Comply with CORA Services policies and procedures.
• Provide back-up coverage for Reception as needed.
• Perform other duties as assigned by supervisor.

Requirements

• High School diploma or GED required.
• 3–5 years of office experience.
• Fluency in Microsoft Office with strong experience in Excel and Access.
• Experience with web-based data applications, reporting, and data manipulation.
• Experience with EHR systems, Square payment platform, and insurance verification portals.

Skills

• Strong organizational, multitasking, and problem-solving skills.
• Exceptional attention to detail.
• Ability to maintain high confidentiality.
• Ability to establish and maintain effective working relationships with colleagues, clients, and visitors.
• Ability to assist clients or psychiatrists/staff using phone, email, and text.
• Resourcefulness and proactiveness when issues arise.