Administrative Specialist- Behavioral Health - Seven Hills Foundation

Overview

The Administrative Coordinator – Behavioral Health is responsible for providing practice management support in our behavioral health clinics within the Division of Behavioral Health. Staff in this role provide critical support to behavioral health clinicians to ensure that the highest quality care is delivered. Due to the complexities of this role, staff in this position may specialize in one or more of the areas of job responsibilities, but the ability to support the whole team through cross-training is an essential component of this role.

Responsibilities

• Affiliate or Program-Specific Responsibilities:

  Provide customer service with a commitment to having a pleasant and professional demeanor; being a knowledgeable and insightful resource; and supporting clients so they have a positive experience in care. This may include:

  • Providing resources to callers and referral sources.
  • Screening and entering referrals for behavioral health services and scheduling intakes.
  • Greeting visitors, answering telephone calls, and providing other reception duties.
  • Reviewing and updating demographic and health insurance information with clients.
  • Working in collaborative manner with staff across departments and roles.
  • Adhering to all applicable confidentiality and privacy guidelines.

  Orient patients/clients through an intake process and annual update which may include:

  • Reviewing and signing administrative documents (e.g., Informed Consent for Services), obtaining copies of relevant documentation (insurance cards, guardianship orders, etc.).
  • Administering outcome measurement tools.

  Attend to general office responsibilities as appropriate to shift. Duties may include:

  • Checking and responding to emails regularly throughout each day.
  • Assigning office space to staff.
  • Ensuring that the public spaces of the office are neat, tidy, and clean.
  • Scanning, faxing, copying, and filing; sorting mail; and organizing office supplies.
  • Reporting any building maintenance issues and needs to the appropriate manager.
  • Assisting in maintaining Electronic Health Record information, which may involve obtaining and updating information from internal and external data/health care systems.
  • Providing support to colleagues and peer-to-peer training on an as needed basis.
  • Maintain office systems related to client care (PT1, Appointment Reminders, Robin, etc.)

  Provide support to the psychiatry team through the following activities:

  • Scheduling psychiatry appointments and supporting psychiatry staff to ensure clients are seen quickly and providers schedules are full.
  • Monitoring and assisting in refilling requests for medication.
  • Supporting psychiatry staff in obtaining prior authorizations for medication as necessary.
  • Assisting psychiatry staff in obtaining all medical documentation pertaining to client medical histories and assisting with ensuring that lab results are obtained and reviewed by the psychiatry team.
  • Taking vital measurements such as height, weight, blood pressure, and pulse before the patient is seen, and recording these in the client medical record.

  Process Health Insurance Information:

  • Reviewing daily eligibility report to confirm that all scheduled clients have active insurance.
  • Updating any insurance changes in the electronic health record and alerting necessary clinical staff of any relevant changes.
  • Verifying insurance coverage for any intakes and/or last-minute appointments, and entering all insurance information (i.e., policy details, deductibles, copayments, etc.) into the electronic health record.
  • Collecting copays and outstanding balances.

  Additional duties and meetings as assigned.

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Qualifications

• Education: bachelor’s degree required or high school diploma/associate degree with 2 – 5 years of related work experience.
• Driver’s license optional.