Walden - Office Manager

Office Assistant

 Walden Behavioral Care

Walden Behavioral Care is one of the only rapidly-growing, leading national specialty healthcare systems dedicated to serving all genders and offering the full continuum of care for people with all types of eating disorders. We currently have 14-locations on the East Coast in Connecticut, Massachusetts and Georgia. Over the past 15 years, utilizing our state-of-the art evidence based, personalized approach to care, we have helped over 20,000 people on their road to recovery.  Headquartered in Massachusetts we have over 450 employees who are dedicated to helping people with eating disorders get the help they need and deserve. Learn more at www.waldenbehavioralcare.com or www.waldeneatingdisorders.com .

The Office Assistant is responsible for providing administrative and operational support to the clinic, under the supervision of the Office Manager and reporting to the Program Director.

Client Interactions

• Communicate insurance information to clients and get paperwork signed in Kipu (if not completed before admission).
• Collaborate with clinical staff to get virtual meetings set up.
• Answer phone in a positive, upbeat manner and provide information that the caller needs or transfer to the person who is best equipped to answer questions.
• Receive supply requests from clients and fulfil them in a timely manner.

Office Administration Tasks

• Input attendance, admission and discharge information, and other relevant data in Salesforce.
  
  • Take daily attendance for both adult and adolescent residential programs before 9am.
  • Admit clients into Salesforce when they arrive to program and input their admission height and weight, diagnoses, and anticipated discharge date.
  • Discharge clients from Salesforce and input their discharge height and weight, record where they are discharging to, and write a discharge rationale.
  • Document ADM number from Salesforce in shared Teams spreadsheets.
• Audit and close electronic medical record charts in Kipu.
  • Ensure all necessary documentation is present, signed, and completed in a timely manner.
  • Run reports in Kipu for incomplete documentation for discharged clients and group notes.
  • Communicate with team members via email what they need to sign and/or complete in Kipu to ensure clients’ charts can be closed.
  • Keep track of all open charts.
  • Submit tickets to the helpdesk when documents in Kipu need to be deleted or force closed.
• Attend weekly staff meetings and take notes.
• Attend daily clinical rounds to get an update on upcoming discharges and communicate them to Residential Admissions.
• Fax or email paperwork to clients’ outpatient providers and receiving facilities upon request.
• Order program, nursing, and office supplies upon request and bring them to the appropriate location.
  • Use Amazon, Geriatric Medical, and other necessary websites.
• Schedule meetings for Program Director in Outlook upon request.
• Run errands to get supplies, food orders, or pick up patients’ medications upon request.
• Update necessary spreadsheets daily.
• Scan paperwork into patients’ charts upon request.
• Communicate lab information to nursing.

• High school diploma, Some college preferred however past experience working in an office setting is most important.
• Minimum of 2 years administrative experience in a similar environment.
• Proficient in Word, Excel, and Outlook.
• Familiarity with Electronic Medical Records.
• CPR preferred.
• Knowledge of mental illness, including eating disorders preferred.
• Knowledge of basic medical terminology preferred.
• Knowledge of insurance and billing preferred.
• Computer proficiency required
• Strong organizational skills
• Attention to detail and ability to prioritize independently
• Ability to multi-task in a changing and fast-paced mental health environment
• Ability to work in a highly collaborative team environment
• Ability to communicate verbally and in writing
• Ability to interact with clients and peers in a professional and empathetic manner

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