Office Assistant Outpatient Mental Health Clinic

JOB PURPOSE:

The Office Assistant is responsible for delivering exceptional customer service to all clients and staff, providing administrative and clerical support to clients and providers, ensuring effective and efficient business operations in a fast-paced mental health office setting, and providing direct support to the Office Assistant Team.

• Punctuality is key - arrive before your shift begins, and have the workstation up and running and ready to go
• Greets clients with professionalism and kindness, by phone, in person, or through electronic media; transfers as necessary.
• Schedule/update/modify client appointments as needed, using electronic calendaring systems via Google Meet.
• Accurately input client data and insurance information into billing systems, Therapy Appointments (TA) and Workflow Max (WFM).
• Accurately collect copayments, coinsurance, deductibles, and payment plans as appropriate and document accordingly in TA. Notify the Billing Team with any discrepancies.
• Collect and review all intake paperwork (paper or electronic) to ensure accuracy and completeness; verify data in TA, fees or payments, update any missing information, scan and upload to correct client account
• Maintain the new client intake spreadsheet
• Manage all medical record requests by following standard operating procedures and maintain the medical record requests spreadsheet.
• Ensure that all provider TA calendars include holiday, PTO and meetings are marked appropriately
• Help to resolve conflicts within the OA team, maintain a positive working environment, and build good team cohesion by being supportive and being a good role model
• Be aware of system updates and coordinate with team members when training is needed
• Complete all company trainings and requirements by deadlines
• Ensure materials in the Office Assistant Manual are current
• Manage the OA Supply List on a weekly basis and send to the COO weekly
• Print and distribute Active Client Lists to providers on the 15th of each month
• Track Returned Active Client Lists using the “Tracking Active Client Lists” spreadsheet
• Manage Employee Assistance Program (EAP) paperwork, distribute and collect from providers in a timely manner, and ensure all forms are signed and dated
• Complete QAUR for discharged clients provided by the returned Active Client Lists and notify Billing Team of accounts with past due balances
• Uses a personal computer and a variety of office software applications including word processing, email, and file management. Prepares documents in Google Documents from scratch or using predefined templates and form letters. Creates or maintains files in Google Sheets.
• Operates other office equipment such as printers, copy machines, and fax machines. May serve as liaison with service and vendor personnel.
• Process daily mail; opens or reviews correspondence and determines proper disposition.
• Make copies of cash/ checks received for daily reconciliation, make copies of deposit slips, assemble and distribute to the Billing Services Manager
• Responsible for preparing the daily cash deposits and check scan remote deposits.
• Assists in resolving problems when possible and ensuring satisfactory customer service.
• Fax, scan, and copy documents.
• Monitor and maintain all office supplies; notify Clinic Administrative Supervisor of needed supplies; order toner as needed from Tri State Business Machines.
• Maintain office filing and storage systems.
• Ensure office equipment is properly maintained and serviced.
• Keep the office and waiting area, and children’s area
  clean, sanitized, and tidy throughout the day
• Participate fully as a team member by developing professional relationships with team members as well as fostering good rapport with external sources.
• Attend Office Assistant team meetings
• Attend Billing and Office Assistant meetings
• Attend monthly Provider Team meetings
• Attend quarterly All Staff meetings
• Understand and follow policies and procedures of the Office Assistant department and of Stein Counseling and Consulting Services, Ltd., as outlined in the department and agency policy manuals.
• Develop personal and professional goals annually.
• Maintain acceptable ratings (85% or…