Office Associate II- Medical Services

Richmond Behavioral Health is seeking a full-time Office Associate II for our Medical Services team! The ideal candidate will perform intermediate administrative support work answering telephones, greeting visitors, assisting clients, providing general information, typing documents, preparing and maintaining files, records and reports, and related work as apparent or assigned. Responsible for assisting with scheduling outpatient service appointments at the request of various departments within the agency.

The position will be part of the Medical Services unit. Work is performed under moderate supervision.

Location:

Richmond, VA

Pay: $46,000.00–$55,000.00

• Serves as the administrative assistant to the Medical Services Program Manager.
• Review and prepare invoices by coding and entering them into the automated document management system and submitting to the Program Manager for approval.
• Tracks and submits credit card purchase logs to the Finance Department.
• Reviews purchase authorizations and submits to accounting for payment.
• Orders and maintains inventory of supplies.
• Assists with obtaining signatures from consumers and psychiatric providers and submitting supportive documentation to the various pharmaceutical companies for patient assistance applications.
• Responsible for assisting with scheduling outpatient service appointments at the request of providers, agency staff, care providers, and consumers.
• Answers the telephone; greets visitors; provides information about services offered at RBHA; forwards calls to the appropriate party.
• Reschedules and cancels appointments and communicates as needed with providers, primary service providers and consumers.
• Coordinates multiple appointments.
• Confirms appointment dates and times with consumers and/or care providers and completes scheduling reports for providers in accordance with policy.
• Consistently provides a high degree of quality services. Provides timely responses to inquiries and communication to departments, providers, external agencies and consumers. Updates the schedule within 48 hours of the request.
• Obtains and verifies any documentation necessary to complete scheduled appointments and other requests.
• Treats all callers in a courteous and cooperative professional manner.
• Receives, sorts, processes, and distributes incoming and outgoing mail and other packages.
• Assists, supports, and provides safety precautions to consumers.
• Assists with complaint resolution and provides feedback to coordinators.
• Consistently strives to set priorities for efficient and productive use of time. Prioritizes workflow to eliminate patient delay. Demonstrates wise use of down time.
• Schedules monthly Medical Services Check‑ins either in person or virtually.
• Attends required meetings and participates in team activities and professional development activities; team oriented.
• Serves as a representative for the Program Manager in their absence.
• Adheres to HIPAA privacy regulations at all times.

• General knowledge of proper business English and spelling.
• Ability to answer inquiries and assist the general public in a courteous manner.
• Ability to understand and follow oral and written instructions.
• Ability to be a self‑starter who can multi‑task in a stressful deadline‑oriented environment.
• Ability to interact and communicate professionally and effectively with all levels of internal personnel, providers, external organizations, care providers, consumers, and their family members.
• Possess good organizational skills, able to handle multiple tasks concurrently, handle difficult interactions, and work effectively with all levels of aforementioned groups.
• Ability to accurately use a computer and enter data in an electronic medical records system.