Client Services Specialist - Alegria Family Counseling

Aprendamos Family of Services offers a complete multidisciplinary program for children in New Mexico. We have teams of Client Support Specialist's, Home Visitor’s, Family Therapists, Speech-Language Pathologists, Apprentice of Speech and Language, Occupational Therapists, Physical Therapists, Family therapists amongst others. Diversity, Equity, Inclusion, Social Justice & Belonging are at the heart of our values. We are a values-based organization that believes in Families First, Integrity Always, Pursuit of Excellence, Meaningful Difference and Shaping the Future.

Job Overview:

The Client Support Specialist would provide general administrative duties and support for the program. The Client Support Specialist receives and works with all incoming phone calls, incoming referrals, faxes, and helps maintain the interested party list. The Client Support Specialist serves as a point of contact for the office. The position facilitates office operations by coordinating phones, mail, data records, email related to the organization and communication. This position will support our Alegria Family Counseling clinic located at 120 Wyatt Dr in Las Cruces, NM. The schedule for this position is Monday-Friday from 8:00 AM-5:00 PM.

ESSENTIAL JOB FUNCTIONS:

• Greets patients visiting the facility, answering any questions they may have and helping them fill out the required forms.
• Answering phone calls, creating appointments, directing the calls as required, and handling all queries.
• Maintain and track the referrals with the interested parties list.
• Informing the provider about impending appointments.
• Maintaining a filing system for all patient documents and reports submitted.
• Answering emails and other electronic messages as required.
• Checking in patients, collecting copays, and processing insurance forms.
• Managing inventory and placing orders as required.
• Transcribing all notes and documents related to treatments.
• Maintains all documents required for client files.
• General administrative duties meeting the department deadlines.
• Maintaining ongoing tracking and documentation on referrals to promote awareness and continued services in the clinic.
• Assemble the client’s information, background check, and referral to begin and continue clinic therapy services.
• Contact insurance companies to ensure prior approval requirements are met.
• Meeting the Alegria Family Counseling documentation and billing deadlines.
• Provides the ongoing tracking of referrals in the authorization process ensuring referrals are addressed in a timely manner.
• Ensures efficient and integrated functioning of office through call tasks, referral processing, and other documentation supporting the authorization process.
• Answering incoming phone calls/emails, taking and processing referrals, scheduling appointments when authorizations are completed.
• Responsible for securing child therapy prescription and continuation of these care authorizations.
• Maintaining plan of care for each child and for weekly report.
• Maintain chart through audits for documentation completeness, required forms and signatures within the deadlines.
• Data entry including appointments, demographics, etc.
• Completes Discharge Summary and related deactivation information.
• Excellent customer service.
• Submit authorizations and plans of care to PCP.
• Request authorizations to insurance companies.
• Request referrals to PCP.
• Knowledge of requirements of initial treatment for clients.
• Daily retrieval of telephone messages and emails from client families and therapists.
• Schedule appointments for families and therapists; notification to families if therapists out.
• Daily inspections of waiting area.
• Check in clients.
• Receive and apply payments.
• Preparation and running of various reports.
• Assist families in completing evaluations.
• Additional work-related duties or requirements may be assigned by the Director, Lead or Coordinator.
• Adhere to all Aprendamos health and safety policies.
• All other job duties as assigned.

REQUIRED QUALIFICATIONS:

• A high school diploma or higher degree.
• Work experience in a busy office.
• Knowledge of office management systems and procedures.
• Proficient in MS Office (Word, Excel, Outlook, and MS Teams).
• Must be fluent in Spanish to assist our bilingual families.
• Ability to work in a changing environment gathering relevant information to integrate a change to the process.
• Ability to use decision making skills to plan and accomplish goals without direct oversite.

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT:

Ability to lift and carry objects weighing up to 40 pounds (e.g., boxes, equipment) without assistance. Capability to stand and walk for extended periods, including moving around the workspace, performing tasks, and interacting with colleagues or customers. Must be able to bend, stoop, crouch, and kneel to access various items, equipment, or workspaces as required. Aptitude to reach overhead, horizontally, and below waist level to retrieve and handle objects or materials. Capacity to perform physically demanding tasks continuously throughout the workday. Physical ability to move freely and quickly in various work environments, including navigating stairs, ramps, or uneven terrain if necessary. If the job involves driving, a valid driver's license, and the ability to operate vehicles safely and responsibly may be required.

Aprendamos is an Equal Opportunity Employer. We are committed to creating an inclusive and welcoming environment for all employees. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by law. We encourage applicants of all backgrounds to apply and join our diverse team.

Job Type: Full-time

Pay: $15.00 per hour

Benefits:

• Paid training

Schedule:

• Monday to Friday
• Weekends as needed

Application Question(s):

• Are you willing to undergo a 10 panel pre employment drug screening?

Education:

• High school or equivalent (Required)

Experience:

• Office: 1 year (Required)

Language:

• English/Spanish (Required)

Work Location: In person

Salary : $15