What are the responsibilities and job description for the Outpatient Administrative Assistant position at Mental Health Association - Western MA?
The Outpatient Administrative Assistant is responsible for managing the front desk operations at a community behavioral health clinic. Key duties include registering new clients, ensuring a welcoming and efficient check-in and check-out process, and conducting daily billing procedures using an electronic health record (EHR) and electronic billing system. This role involves close collaboration with the Clinic Director to identify and address office needs. Evening shifts throughout the week and Saturday shifts are required, with all work conducted on-site at the Outpatient Clinic.
Schedule: Full-time, Mon-Fri 9am-5pm
Essential Functions and Responsibilities
Coordinate with clients and community referrals to register new individuals in the EHR, verify insurance eligibility, and schedule initial appointments, working closely with the clinical team.
Greet and check in clients, families, and community partners upon arrival.
Maintain accurate, up-to-date records in the EHR.
Verify insurance eligibility using online and phone resources; prepare, enter, and submit billing information promptly.
Collaborate with the Clinic Director, Vice President of Clinical Operations, and Fiscal Department to ensure timely third-party verification, documentation, coding, and billing.
Send appointment reminders to clients.
Scan and upload documentation to the EHR efficiently.
Coordinate with vendors for deliveries, purchases, and maintenance.
Record minutes during relevant meetings.
Schedule meetings with internal departments, vendors, and other necessary parties.
Work collaboratively with the interdisciplinary team.
Serve as a liaison with other departments and administrative professionals across the organization.
Provide guidance to supervisors and staff on administrative processes.
Manage copying, report compilation, and data management.
Actively participate in licensing and accreditation processes.
Uphold and integrate the agency’s mission, values, philosophy, and principles in daily work.
Perform other duties as assigned by the Clinic Director.
Conclusion This job description provides an overview of the essential responsibilities and qualifications for the Outpatient Administrative Assistant position. It is not intended to be an exhaustive list of all tasks or working conditions associated with the role.
Education and Professional Experience
Customer service experience, strong skills in front desk management, insurance eligibility verification, EHR utilization, and computer proficiency.
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