Office Administrator

OVERVIEW:

Manages the timely and organized operation of the general services of the Day Reporting Center including scheduling, coordinating appointments, coordinating all operational tasks, and assisting the Chief Operations Officer (COO).

RESPONSIBILITIES: 

• Coordinate with all internal and external referral source(s) and staff to ensure that all referrals are properly scheduled for assessment and treatment.
• Coordinate referrals and intake assignments to the behavioral health program by ensuring that all clients referred are scheduled for assessment and relevant treatment services.
• Schedule intake assessments and treatment appointments cases for all external referrals, and document them in the respective clinician’s schedule via the EHR system.
• Assists in scheduling medication appointments for residents with doctor to ensure maximum time efficiency.
• Review staff schedules routinely to troubleshoot for over-booked or under-booked clinicians.
• Gather all relevant and necessary information from referral calls to appropriately schedule assessment and treatment.
• Assist with resolving scheduling issues when staff members are unexpectedly out of the office.
• Work directly with the department to troubleshoot procedural and operations issues.
• Assist Day Reporting and House Arrest check-in scheduling and collect any necessary fees from visitors.
• Greet visitors with a friendly demeanor and assist them at the check-in and/or check-out window.
• Maintains front office workspace and waiting areas and ensures cleanliness.
• Answer and channel incoming calls to proper personnel and handle general information requests in a professional manner. 
• Receive visitors and determine their specific business, making necessary referrals. 
• Other duties as assigned by supervisor.

QUALIFICATIONS:

• High school diploma or equivalent, plus two years’ experience in administrative work, preferably in a clinical setting.
• Must have the ability to present professionally with reception and telephone duties. 
• General knowledge of insurance, to include Medicaid, preferred
• Proficiency in Microsoft Office and updating Electronic Health Records and schedules

PHYSICAL REQUIREMENTS:

• Prolonged periods of standing and walking.
• Frequently required to sit, reach with hands and arms, and stoop, kneel, crouch, or crawl.
• Must be able to lift and/or move 25 pounds.