Counseling Administrative Assistant

FLSA and Employee Status: Non-exempt, Part time

Position Summary: We are currently seeking a qualified administrative assistant with experience in a medical or clinical environment, strong communication skills, and a keen attention to detail. As the face of our organization, you will be treating patients with dignity from the moment they walk through the door. The administrative assistant will additionally maintain a well-organized office and provide a wide variety of support to our clinicians.

Essential Duties/Responsibilities:

Greet clients with a friendly demeanor and act as a liaison between clinicians, patients, and visitors.

· Schedule, confirm, reschedule, and cancel appointments.

· Prepare for incoming clients by reviewing their accounts for paperwork or billing needs, and process those needs prior to clients meeting with a clinician.

· Meet with new clients to review paperwork, e.g., informed consent, HIPAA, fee agreement, agency handbook, agency data sheet.

· Update and organize internal medical records system with client information, outside records, medication lists, and insurance.

· Contact clients who have balances on accounts and request payments.

· Collect payments from clients and ensure accurate account of payment using internal revenue sheet system.

· Contact clients for feedback on services, using agency client satisfaction survey.

· Verify insurance eligibility, check benefits, and provide an estimate cost to clients for therapy services.

· Maintain a comprehensive list of community resources and their brochures for client referrals.

· Handle phone calls from clients seeking services, schedule appointments, and send intake documentation to clients.

· Curate a clean, stocked, and accessible office with a welcoming aesthetic.

· Digitize charts, as office is transitioning from paper to electronic charting.

· Assist clinicians with data entry into the agency system.

· Assist with auditing charts to ensure all paperwork is completed and in system.

· Facilitate communication with the office landlord for maintenance or property needs

Participate in meetings, committees, and trainings as required by the agency.

Qualifications:

· Minimum of one year of experience as an administrative assistant in a medical or clinical environment.

· Preferred candidate obtains an associate or bachelor’s degree in psychology, business, or related field.

· Preferred candidate is bilingual in English and Spanish.

· Preferred candidate has experience communicating with insurance companies, experience with medical coding and terminology, and experience with patient management software system

Skills:

· Computer literacy in Microsoft Word, Excel, Outlook, and Teams.

· Excellent interpersonal and customer service skills.

· Excellent written and oral communication skills.

· Excellent organizational skills and attention to detail.

Conditions Of Employment:

· Have a valid driver’s license with a clean driving record.

· Reliable vehicle with personal vehicle liability insurance coverage 

· · Successful completion of federal and state background checks.

· Successful completion of child welfare screening.

· Successful completion of drug and Mantoux (TB) screens.

· Comply with the agency’s mission, code of ethics, Catholic Social Teaching, policies and procedures, and confidentiality.

Physical Requirements: The Americans with Disabilities Act requires that we identify the general aptitudes and physical requirements needed to perform the job listed above. Individuals who hold this position must be able to perform all essential job functions unaided or with reasonable accommodation.

· Must have ability to reason and make judgements, to understand and follow oral and written instruction, to guide and/or give instructions, and to make decisions in accordance with established procedures and policies.

· Physical strength: must have ability to lift, push/pull, and hold/carry 25 lbs.

Disclaimer:

· This job description in no way implies that the description includes every duty to be performed by the employee in the position.

· Nothing in this job description restricts the agency’s right to assign or reassign duties and responsibilities to this job at any time.