Admin Assistant / Intake Specialist

SUMMARY:

The Administrative Assistant / Intake Specialist is the gatekeeper of the office. This person is the first line of contact for clients and visitors entering/exiting the office. Must possess excellent people skills, professional communication skills (both verbal and written) and must have sufficient knowledge in operating various commonly used office equipment, software and electronic media.

ESSENTIAL DUTIES:

• Optimistically greet visitors and provide them with appropriate information.
• Bi-monthly insurance verification of all active clients.
• Verifies client payer information, proficiently schedule, reschedule, cancel client appointments.
• Assures clients are called to confirm appointments.
• Consistently provide daily appointment schedules to clinical staff.
• Be consistent in the registering of clients, noting the time of arrival, checking for changes in eligibility or reimbursement status and updating their demographic information.
• Effectively advocate acceptable client conduct in the lobby and keep lobby, offices, and restrooms neat.
• Efficiently answer the telephone and route call(s) to appropriate person(s).
• Efficiently contact clients to confirm appointments, notify them of unavoidable delays or cancellations.
• Appropriately assist clients with transportation needs.
• Efficiently provides basic office support, e.g., mail, messages, typing, filing, and etc.
• Complete correspondence, reports, memos, and special projects with precision and in a timely manner, as directed.
• Order, maintain records and keep track of supplies and purchases made.
• Plan, coordinate and organize various meetings and conferences within the department.
• Transcribes meeting minutes in a timely manner, files and distributes to Human Resources within three days of all meetings.
• Completes tasks with attention to detail, meets established deadlines, and functions with minimal direct supervision.
• Demonstrates the ability to organize and prioritize required and assigned job duties.
• Capable for local and out of the area travel as required for job related training. Is cooperative in attending all required meetings and functions as requested.
• Courteous and flexible in accepting other job duties as assigned.
• Review and process all incoming referrals
• Facilitate appointment scheduling and completion of all new client intake forms
• Tracks referral source activity through information technology as well as produces reports as needed
• Provides information to new clients regarding services, policies, programs and clinical pathways.
• Works closely with the Licensed Intake Specialist to ensure business objectives are met.
• Provides field staff with timely information from the community regarding services.
• Maintains a positive agency relationship with current referral sources through various activities.
• Establish positive relationships with collateral programs, agencies, and businesses to promote and inform of Amethyst clinical service availability.
• Assist with care coordination during enrollment, treatment, and discharge phases of therapy
• Collaborate with Senior Intake Coordinator to develop and modify processes to support the efficient and effective enrollment of clients
• Work collaboratively to ensure Amethyst is compliant with local, state, and federal regulation standards
• Assist Senior Intake Coordinator with developing and managing contracts with new insurance providers and  programs
• Complete clinical and non-clinical paperwork related to client enrollment, research data collection, and treatment service transitions.
• Run reports and obtain reports from provider partners to keep track of status of cases
• Verify insurance eligibility
• Maintain logs of authorizations, data reporting requirements, and expiration dates
• Provides information to referral sources, such as updates, educational material, and statistical analysis. Is a resource for questions and care concern.
• Participates with other members of the intake team to resolve issues raised by referral sources.
• Consistently looks for new and creative ideas, new markets and marketing strategies to discuss with the marketing team.
• Supports clients from the point of referral to admission and provides regular feedback to referral sources on individual clients as requested or needed.
• Constantly strives to improve the image of Amethyst in the provider community.
• Performs other duties as deemed necessary.

QUALIFICATIONS:

• Demonstrates the ability to work effectively with the mental health population in culturally diverse environments.
• Exhibits the ability to manage time well and work under stressful conditions with an even temperament.
• Displays the ability to establish and maintain harmonious working relationships with other employees and the public.
• Demonstrates the ability to understand and follow oral and written instructions.
• Ability to use good professional judgment. Detail oriented.
• Ability to work independently, with minimal direct supervision.
• Excellent organizational, prioritization, and interpersonal communication skills.
• Excellent oral and written communication skills
• Respect for the confidentiality of all communications required within job duties, including client/employee records and documents, and electronic transmission by voice, data, and wire.
• Ability to handle multiple tasks and meet critical deadlines. Ability to meet short and long-term goals and project deadlines.

REQUIREMENTS:

• AA or BA Degree.
• Bi-lingual Spanish speaking is highly preferred.
• Minimum two plus (2+) years of Administrative experience in a behavioral health, or social services environment.
• 55+ wpm typing.
• Advanced computer skills in Microsoft Word, Excel and Google Docs / Sheets/ Calendar and integrating the advanced skills to produce complex documents, forms, spreadsheets and calendars.
• ShareNote system experience is a plus.
• Posses a basic knowledge of all office equipment (PC, telephone, printers, facsimile, and copy machines).
• Excellent telephone customer service skills and make a positive first impression on clients and visitors.

• Experience working with ethnically and culturally diverse communities and underserved communities
• Strong communication skills, including effective internal communications with central team
• Organized, attentive to detail
• Comfortable working in high pace setting.
• Ability to function collaboratively with interdisciplinary team
• Clinical experience a plus

SALARY: $15-$20  Hourly DOE

JOB TYPE: Full-time

BENEFITS:

• PTO
• Paid Birthdays Off
• Discretionary Bonuses
• Paid Approved Trainings
• 401K Retirement Plan
• Comprehensive Health / Dental / Vision Coverage
• Life / Disability / Accidental Coverage

REQUIRED CERTIFICATION/LICENSE: None