Office Specialist - Part Time Evening

Encore Outpatient Services is looking for an outgoing, experienced part-time evening Office Administrator to join our amazing and dedicated team.  Encore is conveniently located in Arlington, Virginia, in the Ballston metropolitan area, serving the Greater Washington, D.C. area and Northern Virginia. Since inception, Encore has been committed to providing the very best treatment for substance use and mental health disorders, specializing in the treatment of underlying trauma, addiction interaction disorders and process addictions.  Our program provides a full-continuum of outpatient care, with holistic therapies, career coaching, family education and support, medication management, and community integration, all provided from a trauma-informed lens.  We provide a clinically sophisticated and comprehensive approach, guiding patients and families to recovery for life.

As a team member at Encore, there is a commitment to your ongoing support, growth, and satisfaction.  Our benefits are highly competitive, the opportunity for expanding your leadership and clinical skills are many, and the environment and culture emphasizes well-being and connection.

 This position will be in person, in our Arlington, VA outpatient office. The position hours will be Monday- Thursday, 4:30-9pm. 

DUTIES & RESPONSIBILITIES: 

1. Greet patients at the front desk, check in patients for clinical services, document breathalyzer results, collect and document urine samples, ensure proper handling of urine samples and packaging for shipment to lab for testing
2. Enters all patient pre-admission, admission and discharge and scheduling data into the EMR or tracking systems and reviews them with team regularly, i.e. billing census and daily census.
3. Collects payment per Encore Outpatient policy, completes necessary billing and release forms.
4. Manages all patient financial records, including following up on accounts receivables and receiving payments from patients and families.
5. Provides reminders for paid to member payments. Collects outstanding amounts. Organizes records for referrals to collections.
6. Review all patient account information in billing software for accuracy. Specifically, ensuring that the Financial Agreement is complete and accurate. Review patient-related financial reports for accuracy and prepare for distribution.
7. Oversees patient collections, paid to patient insurance accounts, and communicates claim filing to billing vendor.
8. Responsible for monthly financial reporting, financial revenue/AR reporting.
9. Interface with the Caron financial team for Accounts Payable, including processing invoices.
10. Supports admissions department with scheduling patients for appointments, takes pre-admission information, explains insurance benefits
11. Responsible for general office support of Encore to include some aspects of Quality and
12. Oversee patient and family satisfaction survey, experience, and outcome survey processes, including tracking surveys for collection, and disseminating surveys.
13. Oversee inventory and supply reorder, copies, and collates patient packets.
14. Oversees employee engagement and workplace culture initiatives.
15. Act as liaison for building management communication.
16. Oversee staff and patient parking.
17. Oversees Encore medical records requests process.
18. This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the duties or tasks that may be required or assigned.

EXPERIENCE / EDUCATION QUALIFICATIONS: 

1. High School Diploma or equivalent required.
2. At least 2 years’ experience in an administrative office support role, health care experience preferred.
3. Maintain national and applicable state certification and licensure requirements, if a certificate or license is held.
4. Experience working with health insurance companies preferred. 
5. If in recovery, at least 1 years of continuous sobriety preferred.

PHYSICAL REQUIREMENTS:

The physical and mental demands described here are representative of those that must be met to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   

1. Typing and data entry via computer keyboard and mouse
2. Sedentary work requiring sitting for sustained periods of time at a desk and computer.
3. Requires close visual acuity with analyzing data and figures and viewing a computer terminal.

KNOWLEDGE, SKILLS AND ABILITIES:  

1. Outstanding organizational, written, and verbal communication skills
2. Requires a knowledge of Windows operating systems.
3. Working knowledge of healthcare and addiction treatment licensing and accreditation
4. Strategic planning and reasoning skills
5. Must be self-motivated and results oriented.
6. Must have ability to work collaboratively and communicate with co-workers and persons served at all levels.