Administrative Support Professional/Receptionist

Job title
Administrative Support Professional
Reports to
Owner/ Clinical Supervisor

Job purpose
To meet the Administrative Support needs of 8 mental health clinicians. This includes clerical, client coordination, medical billing, customer service, and general office tasks.

Duties and responsibilities
Clerical

• Daily filing including the use of Electronic Health Records
• Answer phones including a brief screen and scheduling of new clients, coordination of services with outside resources, general inquiries, and more.
• Picking up voicemails and returning calls
• Mail including processing of USPS mail and emails as they come into the office
• Manage the messages to and from clients through the EHR system including practice-wide announcements.
• Fulfill and send document and records requests according to in house and legal policies and procedures.
• Send closure letters, advertising mailings, and other correspondence as needed through USPS.

Billing

• Track and take payments (including cash, checks, and credit cards) from clients.
• Transparently track and maintain any reduced fee agreements or payment plans.
• Track and resolve any insufficient fund payments or delinquent accounts.
• Track and maintain payment methods that are kept on file.
• Maintain our insurance contracts including paneling new clinicians, keeping updated with any contract changes, and updating needed documentation and information.
• Submit insurance claims through EHR. This includes keeping updated on needed modifiers and other claims related nuance.
• Resolving insurance issues and denials in concert with the owner.
• Reconciling payments and keeping client accounts up to date
• Inputting insurance information and checking benefits for new clients and monthly for existing clients.

Clinical

• Assist clinicians in tracking client's age and following related privacy changes.
• Assist clinicians in tracking time since last session and following up with absent clients as needed.
• Assist clinicians in caseload management including scheduling, contacting, and exiting clients as needed.
• Maintain current knowledge of mental health privacy laws and compliance.
• Maintain current knowledge of mandated reporting laws and compliance.
• Learn and maintain skills in de-escalation, mental health first aid, and other sub-clinical skills as needed.

Scheduling

• Clerical aspects of intakes for new clients
• Schedule existing clients as needed
• Manage a cancellation list and availability calendar to keep clinician schedules full
• Rescheduling clients who cancel.
• Canceling clients when a clinician will be out due to sickness, vacation, or holiday.
• Brief screening and scheduling of new clients by phone, email, and EHR or website inquiry.
• Provide referrals as needed to clients who are not a good fit for our practice.

Office Support

• Opening and closing the office as needed
• Attend and keep minutes for weekly staff meetings
• Projects as needed
• Minimal housekeeping tasks as assigned by owner for example watering plants.
• Supporting community outreach
• Other duties as needed

Qualifications
Required:
High School Graduate
Experience in an office setting
Preferred:

• Some college
• At least 1 year of experience in an office setting
• Experience working in a medical model of care
• Experience with medical billing and coding or working with insurance companies

Working conditions
All hours must be worked in person at our lovely Lacey office. 20-25 hours per week in 4-5 hour shifts. Schedule can be flexible but would ideally include at least one evening or Saturday shift per week and must work in harmony with clinician schedules.

Building is ADA accessible.
Compensation includes $19-23 per hour, 1 hour of sick leave for every 20 hours worked, and more.

Physical requirements
Must be able to sit for long periods.

Job Type: Part-time

Pay: $19.00 - $23.00 per hour

Benefits:

• Flexible schedule
• Professional development assistance

Application Question(s):

• Are you willing to work one or more evening or Saturday shifts per week?
• Are you willing to work 100% in person at our Lacey, WA office?

Experience:

• Office/receptionist: 1 year (Preferred)
• Medical billing or insurance related: 1 year (Preferred)
• mental health related: 1 year (Preferred)
• Customer Service: 1 year (Preferred)

Work Location: In person