Administrative Assistant

Fresh Start Therapeutic Services (FSTS) is seeking a part-time Office Manager.  The Office Manager provides support to program operations, management, and clients. S/he pays strong attention to detail and enjoys working with individuals in a behavioral health care environment.

Must have the following:

• Must have 2 years of experience in an administrative support role in an organization that provides mental health or substance abuse services (i.e. OMHC, IOP, PHP, etc.).
• Provide attentive administrative support.
• Create marketing materials such as flyers and email blasts.
• Schedule appointments, answer phones, verify insurance coverage, collect copays, answer questions and resolve problems regarding billing activities.
• Complete insurance billing in Electronic Health Record (EHR).
• Administer and verify various forms with clients, and document transactions appropriately; collaborate with referring providers according to HIPAA/Confidentiality laws.
• Assist in the preparation of various documentation and projects for clinical staff as needed to support.
• Ability to produce presentations, organizational charts, demographic reports, market research, graphs, charts, and mailings within PowerPoint and other presentation software tools,
• Assist with project tracking and creation of excel spreadsheets as needed.
• Plan and coordinate agency meetings and events when requested.
• Make travel arrangements, coordinate event registrations, and create expense reports.
• Order Supplies, special projects and other tasks or duties as assigned by the Clinical Manager.
• Maintain an excellent consumer service relationship by adhering to the HIPAA/Confidentiality laws, COMAR regulations, and CARF requirements.
• Track participant timelines and compliance metrics outlined in the SP Work Plan, including:

  -Initial contact within three (3) business days of assignment

  -Initial visit completion within fourteen (14) days of assignment

  -20-day submission of Plans of Service (POS)

• Maintain internal tracking logs for monthly monitoring, submitted POS, and returned/clarification requests.

• Maintain accurate records of participant status reports and ensure documentation is uploaded promptly into LTSSMaryland by assigned staff.

• Support the Program Manager with preparing quarterly audit files, monthly status summaries, and data reports for MDH review.

• Microsoft office (all components) experience is required.
• Other duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty well. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Education:

• A High School education or equivalent is required. Position requires the ability to read and write English fluently.
• Microsoft Knowledgeable
• Ability to learn medical records systems and maintain consumer's appointments within the EHR system.
• Two years of administrative support experience is required. Previous experience in mental health or substance use is required.
• The position requires the ability to work five days of the week and requires minimal travel.

Licenses/Equipment:

A valid driver’s license and current automobile insurance is required as consistent and reliable attendance is expected.

Skills:

• Ability to manage multiple tasks in a fast-paced environment with limited supervision,
• Ability to maintain confidentiality
• Maintain a professional image,
• Service-oriented personality
• Ability to compose a variety of spreadsheets
• Excellent written and verbal communication skills while working with all levels of the organization
• Ability to accept and learn from constructive criticism
• Creative thinker
• Must demonstrate tact and diplomacy
• Ability to prioritize tasks
• Must be customer service oriented
• Ability to meet deadlines

Computer skills:

• Excellent MS Outlook, Word, Excel, PowerPoint skills required