Psychiatric Services Office Administrator

Essential Duties and Responsibilities:

• Answer the Psychiatric Services department telephone and respond to emailed requests for services
• Enter clients’ demographic information and create/maintain client accounts in the EHR, schedules clients, quote fees to clients, create Patient Portal accounts, and share key information for any telehealth appointments
• Coordinates completion of intake paperwork prior to first appointments for new clients
• Ensure files are updated and accurate within the Electronic Health Record system
• Verify mental health insurance benefits for all clients prior to initial and ongoing appointments
• Explain insurance benefits to clients
• Reviewing monthly client billing statements for accuracy and contacting clients to collect on balances
• Work closely with site supervisor to ensure policies and procedures are upheld
• Work with all referral sources to maintain good customer service and retention of referral relationships
• Maintain and update any necessary information needed by insurance panels
• Greet clients with a positive and understanding attitude
• Answer questions related to fees and collect fees and balances at the time of service
• Complete safety reporting requirements in a timely manner
• Schedule client appointments, including intake appointments
• Evaluate psychiatric services provided to determine appropriate CPT coding to maximize billing efficiency and accuracy.
• Maintain and protect confidentiality and security of all organizational information gained in the course of performing job responsibilities, including but not limited to, financial and client information.
• Maintain a clean, organized work environment to provide comfortable and professional client care.
• Maintain compliance with HIPAA privacy and security standards
• Actively participate in all agency and department education, training, and in-services to confirm understanding of new information or changes to established clinical policies and procedures
• Activity participates in team meetings and supervision.
• Serve as a safety team member, participating in quarterly team meetings, completing monthly safety reporting, evaluating the environment of care for possible safety concerns, ensuring infection prevention and control practices are followed, providing education and training to colleagues on safety policies and procedures, and additional safety related projects and assignments.
• Additional duties, as assigned.

Other Skills Required:

• Patience, positive attitude, friendly demeanor, and great customer service
• A team player and a person that can multitask, with willingness for continuous learning.
• Must possess the ability to express empathy while managing client needs for expediency.
• Excellent verbal and written communication skills.
• Time and project management skills.

• Excellent organizational and interpersonal skills, with a friendly, professional, customer-service demeanor required.

• Ability to effectively communicate and interact with individuals involved in all aspects of programming – children, parents, others involved in the client’s care, grantors, funders, partner agencies, members of the community and Provident team members.
• Ability to maintain strict client confidentiality.
• Knowledge of medical terminology and CPT coding
• Excellent organizational skills, including the ability to work productively and make decisions.
• Proficient in using Microsoft Office applications (Microsoft Word, Excel, and PowerPoint).
• Serves as a representative of Provident, displaying courtesy, tact, consideration and discretion in all interactions with Provident team members, clients, school system staff and faculty, grantors, funders, regulators and members of the general public.
• Accurate measurement and documentation of vital signs.

Working Conditions / Environment:

• 40 hours scheduled per week
• Work hours are Monday through Friday and align with Psychiatric Services and Counseling department hours when clients are seen (between 8:00 AM and 9:00 PM).

• Must be able to lift up to 50lbs
• Reliable transportation to work at Provident’s multiple office locations
• The noise level in the work environment is usually low. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, and sit. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, or crouch.

Benefits:

We have a cohesive team and a caring work environment. We also have great benefits including medical, dental, vision, life, long-term disability, an employee assistance program, paid time off, 401k, Wellness Week, Public Student Loan Forgiveness eligibility, and more. 

Salary : $20 - $23