Office Administrator

Provident Behavioral Health’s mission is building brighter futures through exceptional behavioral health services, especially for those with the greatest need. We care. We make a difference. The Office Administrator (OA) is an important team member that plays a unique role in ensuring clients have a positive experience  OA welcomes clients, collects payments, schedules appointments, communicates with clients through the Patient Portal and by phone, and oversees the safety protocol for the Site.

OAs also work closely with the Site Supervisor and Clinicians at their location, providing ongoing support that enhances the quality of client care and excellent customer service. The OA role is also essential in supporting our clinicians’ abilities to support clients, through filling client schedules, completing administrative tasks such as client phone calls and collecting payments, and supporting coordination of care for clients.

OAs are instrumental in connecting clients with care and helping them navigate mental health treatment through efforts such as explanation of services, scheduling of appointments and explanation of fees and insurance coverage for care.

• Ensure all incoming clients have completed any necessary paperwork prior to their first appointment
• Greet clients with a positive and compassionate demeanor
• Schedule clients and fill openings on Clinician calendars
• Communicate with clients via Patient Portal, email, phone, or in person regarding their services
• Answer Site phone line; occasionally cover other Site lines and IFA line as needed
• Ensure files are updated and accurate within the Electronic Health Record system (for example: scanning insurance cards, obtaining updated consent signatures, etc.)
• Explain and collect balances or copays due at the time of service
• Explain insurance benefits to clients
• Work closely with Site Supervisors, Associate Director of Counseling, and Director of Clinical Services to ensure policies and procedures are upheld
• Run reports regularly to track client engagement, past due balances, or incomplete files
• Complete safety reporting requirements in a timely manner
• Maintain an organized and clean environment at workstation and waiting room area
• Take deposits to bank weekly
• Support Site Supervisor with other tasks that enhance the overall functioning of the site and quality of services
• Participate on Provident’s Safety Team

This position does not have any supervisory responsibilities.

Responsible for collecting payment for behavioral health services and explaining cost of services to clients based on income or insurance coverage.

Monday-Friday, 40 hours a week. Typical schedule includes 2-3 later shifts.

• Must have reliable transportation and have the ability to travel, when needed, to other Provident locations
• Work hours will generally fall between 9:00 AM and 8:00 PM; hours vary by location and are subject to change based on the location/program need.
• Ability to lift up to 25 pounds
• Have the ability to sit for long periods of time.

• High School Diploma
• Strong customer service skills and extensive phone work
• Knowledge of working in a mental health agency or similar healthcare setting
• Knowledge of insurance benefits
• Strong communication and computer skills

• This position requires a high level of flexibility and adaptability as it involves frequent changes to location and schedule based on OA coverage at other sites and between the Counseling and Psychiatric Services department.
• A team player and a person that can multitask
• Willingness for continuous learning.
• Must possess the ability to express empathy while managing the calls for expediency.
• Patience, positive attitude, friendly demeanor, team player and great customer service skills
• Experience with or understanding of youth, adults, and older adults with mental illness is ideal
• Maintain strong boundaries with clients
• Excellent verbal and written communication skills
• Knowledge of HIPAA and ability to maintain confidentiality
• Must possess excellent organizational skills, including the…