Program Assistant - Outpatient Services

Program Assistant

Location: OneQuest Health, 5th and Philadelphia, Covington, Ky
Department: Outpatient Services
Profile Last Updated: June 2026
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Minimum Position Qualifications:

1. College degree or equivalent knowledge and experience.
2. Knowledge of behavioral health care treatment strongly preferred with demonstrated competency in Microsoft Office products.
3. Knowledge of and experience with CareLogic records management systems strongly preferred.
4. Above-average organizational and time management skills, with great attention to detail and customer service
5. Working knowledge of Kentucky Administrative Regulations, mental health services and outpatient therapy processes preferred.
6. Strong verbal and written communication skills.
7. Proven ability to interact with clients, families, staff and stakeholders in a professional manner.
8. Must have a current driver’s license with insurance.
9. Demonstrate proven sensitivity to the various cultural and socioeconomic characteristics of CHNK Behavioral Health Services’ clients and staff, including a commitment to use of the Sanctuary Model and to the philosophy of All Children, All Families framework of cultural competencies.

Position Summary:
This individual is responsible for processing new client referrals and insurance documentation, as well as providing excellent customer service to clients, families, and community partners. They ensure the presence, timeliness, and accuracy of case record documentation for all clients. In addition, the Program Assistant ensures the completion of data entry duties critical to agency monitoring, tracking, reporting, and compliance activities. The duties of this position include roles for both internal and external databases utilized by CHNK Behavioral Health Services and Outpatient Services, to ensure comprehensive access and communication across departments and throughout the agency. The Program Assistant represents a key link between the agency’s Outpatient Services program, Quality Assurance, and billing.
Essential Job Functions

1. Serves as receptionist, scheduler and telephone operator during normal business hours, as assigned.
2. Responsible for the input of Outpatient Services data into web-based case records management system (CareLogic) including referral, deferral, and case closures.
3. Verifies client’s insurance information, meets with client’s parent or responsible party to discuss any co-pays and collects those payments at the Fifth Street office.
4. Completes all Outpatient Services website tracking responsibilities as assigned, including data compilation for the CEO report.
5. Documents meeting minutes for Outpatient Services program meetings.
6. Processes, coordinates and distributes information related to Outpatient Services intakes; serves as primary contact for intake process completion.
7. Establish and maintains Outpatient Services clinical files, including gathering appropriate legal documentation.
8. Establishes and maintains liaison relationships with billing department for all insurance verifications and maintaining records associated with recertification.
9. Completes all deadline letters, deferrals and case closures as part of maintaining the client record.
10. Completes and updates case tracking spreadsheet.
11. Participates in agency Performance Quality Improvement and Quality Assurance Committee activities.
12. Provides liaison communications and associated ordering regarding maintenance, donations and supply departments.
13. Must be able to perform the essential functions of this position with or without reasonable accommodations.
    16 Attends trainings as required.
14. Other duties as assigned.

Physical demands and work environment:

1. While performing the duties of this job, the employee is regularly required to stand, walk and talk or hear; use hands to finger, handle or feel objects; and reach with hands and arms. The employee is occasionally required to sit, kneel, squat, and hold objects or carry.
2. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
3. The noise level in the work environment is usually moderate.