Office Specialist

About the role

Invest in yourself with a rewarding career at Caron. Caron is one of the leading treatment centers in the US and is recognized for high-quality, evidence-based methods and thought leadership in addiction medicine. Mentored by respected experts in the field and ranked among Newsweek’s Best Treatment Centers in PA five years in a row, Caron has built a culture that supports and sustains trauma-informed, resilient staff at all levels of the organization and values personal and professional growth.

Responsibilities

• Maintain client records in a timely, organized and confidential manner.
• Enter all client pre-admission, admission and discharge and scheduling data into the AURA system for Caron Philadelphia.
• Create and send documents to referral sources.
• Cover the front desk, including:
  • Answer incoming calls including requests for client records and verification of treatment.
  • Greet and register incoming clients.
  • Collect payment per Caron Philadelphia policy.
  • Complete necessary billing and release forms.
  • Schedule clients for appointments and make reminder calls.
  • Take pre-admission information.
  • Explain insurance benefits and initiate insurance authorization process.
• Responsible for document management.
• Distribute mail and order supplies.
• Gather client data prior to the initial visit and disseminate that data to the appropriate individuals.
• Maintain up-to-date marketing materials, SharePoint page, and website via coordination with Marketing Department.
• Assist with maintaining Teams Channels for Philadelphia Office.
• Assist with opening and closing the office.
• Perform bank deposits, daily if needed.
• Co-facilitate weekly Team Meeting.
• Serve as point person for compliance needs: fire drills, AED checks, safety drills, etc.
• Assist with creating a welcoming and therapeutic environment – help create and maintain a clean and safe space.
• Manage building/facility issues by serving as primary point of contact.
• Provide administrative assistance with Caron Philadelphia staff.
• Manage requests to reserve conference rooms for Caron Philadelphia.

Requirements

Physical Requirements

• Must be able to bend.
• Must be able to lift up to 20 lbs.
• Must be able to climb stairs.

Qualifications

• Must have a high school diploma.
• 1-2 years of office administration experience preferred.
• Billing experience preferred.
• If in recovery, 1-year continuous sobriety preferred.

Skills

• Ability to function as part of a self-directed work team.
• Proven ability to problem-solve in a fast-paced environment.
• Must exercise independent judgment, perform routine tasks with minimal supervision and interact professionally with clients, referral sources, staff and the general public.
• The ability to type 50-60 words per minute is required.
• Knowledge of Microsoft Office products is required.
• Excellent organizational skills.

Benefits

• Generous Paid Time Off programs and paid holidays.
• 401K employer match.
• Tuition reimbursement.
• Employee assistance programs.
• Benchmarking to ensure ongoing competitive compensation.
• Comprehensive medical, dental, and vision benefit packages with wellness plan reduced insurance premiums.
• Company-paid life and disability insurance.

Schedule

Full-Time, Monday through Friday, 8am-5pm or 10am-7pm.