Administrative Assistant

JOB SUMMARY:

Under the direction of the Director of Summit Programs, the Administrative Assistant is an integral part of the Continuous Quality Improvement process of BJCB. The Administrative Assistant ensures all work is completed in a timely and efficient manner and discretion is exercised in handling written and verbal material that is confidential and persona in nature. Further, the Administrative Assistant ensures that client information disseminated outside the Agency conforms to all appropriate internal and external rules and regulations.

ESSENTIAL DUTIES:

• Responsible for handling requests for clinical record information (i.e. Release of Information) in accordance with Agency policy. Update and maintain the Agency Release of Information database.
• Prepare files for storage and send files to off-site storage. This includes lifting boxes approximately 25-301bs.
• Retrieve files from storage as necessary and track requested records per Agency policy.
• Check and verify client insurance (i.e. Medicaid & Commercial Insurance) as needed.
• Responsible for entering new clients into agency Electronic Health Record (EHR). Maintain client records in the Agency EHR, including, but not limited to, scanning, auditing, and updating client information.
• Provide coverage for the Front Desk and assist with Agency planned CEU trainings as needed.
• Provide support to all programs/departments including, but not limited to, maintaining files, scanning, and answering the phone as required and needed, appointment scheduling, prior authorizations (i.e. Health Clinic, Evaluation & Management, Outpatient, Residential, etc.).
• Assist with ongoing maintenance of Agency platforms used within programs (i.e., Matchforce, JazzHR, DMS).
• Check E-Fax and Support Staff email as well as maintain office supplies.
• Assist providers with appointments including reminder phone calls, texts, emails, and scheduling.
• Responsible for per diem billing as required by program.
• Responsible special projects as assigned.

OTHER DUTIES:

• ​​​​Attend scheduled staff meetings, supervision, and on-going training.
• All required trainings, certifications and licensure must be kept current in accordance with applicable licensing and accreditation regulations and standards.
• Maintain high standards of ethical and professional conduct and adhere to Agency policies and procedures.
• Other duties as assigned by management.

QUALIFICATIONS:

• Education:  Minimum High School Diploma required.
• Licensure:  None.
• Competency/Skills:
  • Core Expertise: Possess skill, knowledge and abilities to perform the essential duties of their role; keeps knowledge up to date.
  • Independent Judgment: Demonstrate ability to perform job responsibilities with a high degree of initiative and independent judgment.
  • Cultural Competency: Demonstrate awareness, sensitivity and skills in working professionally with diverse individuals, groups and communities who represent various cultural and personal background and characteristics.
  • Interpersonal Communication: Communicate clearly using verbal, nonverbal, and written skills in a professional context; demonstrates clear understanding and use of professional language.
  • Professional & Ethical Conduct: Adhere to professional values such as honesty, personal responsibility, and accountability; Applies ethical concepts within scope of work and adheres to Agency policies and procedures.
  • Collaboration and Teamwork: Function effectively as a member of a professional team that includes employees, clients and family members.
  • Problem Solving & Decision Making: Recognize problems and responds appropriately; gathers information and sorts through it to identify and address root cause issues; makes timely decisions.
  • Service Orientation: Anticipate, recognize, and meet the needs of others, whether they are clients or not.
  • Technical Proficiency: Demonstrate competence in utilizing Agency computer systems and software as required to perform essential job functions.
• Experience: 2-3 years of office experience required.

#BJCB-MISC-1

Bellefaire JCB is an equal opportunity employer, and hires its employees without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability or any other status protected by federal, state or local law.

Bellefaire JCB is a partner agency of the Wingspan Care Group, a non-profit administrative service organization providing a united, community-based network of services so member agencies can focus on mission-related goals and operate in a more cost-effective and efficient manner.

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