Administrative Support Clerk

General Statement Of Responsibilities

The Administrative Support clerk is a critical position of the department’s organization. This position is often the first contact a potential customer or client has with the agency. This position includes a variety of tasks and responsibilities including opening the office and closing the office for business and performing tasks that keep the office operational. This position requires flexibility with location and hours.

All duties are performed under the supervision of the Adult Outpatient Business Office Manager and Adult Leadership.

• Develop and maintain positive working relationships with supervisor, coworkers and members of the administrative team as well as with clients, community resources and external referral sources.
• Deliver exceptional customer service at all times.
• Welcome on-site visitors, determine nature of business and announce visitors to appropriate personnel. Answer questions about organization and direct inquiries to appropriate areas as needed.
• Monitor visitor access and issue clinic passes.
• Facilitate connection of clients and guests to agency staff for intake, emergency assessment or other services as needed.
• Enter and maintain client information in computer databases and client files, including but not limited to admission data, verification of insurance benefits, scheduling, group management and data tracking to ensure safe and appropriate care.
• Answer incoming calls following agency protocols and assists caller as needed including providing callers with address, directions and agency information.
• Maintain the department’s group appointments and post daily schedules, including management of Medical/Psychiatric appointments and schedules.
• Check in clients for appointments, Open Access, groups or other scheduled activities. Check out clients through system as appropriate.
• Print daily group rosters and edit rosters upon completion of group. Effectively communicate with clinical staff regarding roster changes.
• Gather demographic, clinical and insurance information for appropriate registration into the agency system and verification of coverage.
• Assist clients with basic information on obtaining services such as transportation and insurance coverage.
• Assist clients in understanding and completing Authorizations to Release and/or Obtain Information from external entities, such as referral sources, insurance carriers and previous care providers.
• Monitor insurance authorizations to ensure reimbursement for services provided. Prompt clinical staff when authorizations are low or expiring. Collect and submit additional authorizations as needed; verify benefits daily.
• Maintain database(s) of insurance authorizations and communicate effectively with billing, clinicians and supervisors to continually update authorization status.
• Collect and administer urinalysis, oral swabs and breathalyzer tests as per agency protocol, including the accurate and timely notification of results to primary clinician and relevant data entry of test results into the client record.
• Work collaboratively with referral sources to ascertain appropriateness of referrals.
• Collect payments for services and posts them as required. Reconciles and submits payments to the Wellmore Business Office daily.
• Perform clerical duties as needed, including data entry, photocopies, monitoring and sorting incoming faxes and participating in the tracking and requests for supplies as needed.
• Respond to emails and other internal requests in a timely manner.
• Abide by the Code of Ethics and Laws of Confidentiality.
• Demonstration of caring, compassionate attitude toward clients, families and colleagues, and supporting the agency approach to providing quality care.
• Complete other duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be detail oriented. Must demonstrate…