Urgent Care Administrative Assistant - Mental Health Association - Western MA

The Urgent Care Administrative Assistant is responsible for managing the front desk operations at a community behavioral health clinic. Key duties include registering new clients, ensuring a welcoming and efficient check-in and check-out process, and conducting daily billing procedures using an electronic health record (EHR) and electronic billing system. This role involves close collaboration with the Clinic Director to identify and address office needs. Evening shifts throughout the week and Saturday shifts are required, with all work conducted on-site at the Outpatient Clinic.

Hours / Alternating Schedule:

Week 1: Mon-Thurs, 11am-7pm AND Sat. 9am-1pm

Week 2: Mon-Thurs, 9am-7pm

Essential Functions and Responsibilities

1. Coordinate with clients and community referrals to register new individuals in the EHR, verify insurance eligibility, and schedule initial appointments, working closely with the clinical team.
2. Greet and check in clients, families, and community partners upon arrival.
3. Maintain accurate, up-to-date records in the EHR.
4. Verify insurance eligibility using online and phone resources; prepare, enter, and submit billing information promptly.
5. Collaborate with the Clinic Director, Vice President of Clinical Operations, and Fiscal Department to ensure timely third-party verification, documentation, coding, and billing.
6. Send appointment reminders to clients.
7. Scan and upload documentation to the EHR efficiently.
8. Coordinate with vendors for deliveries, purchases, and maintenance.
9. Record minutes during relevant meetings.
10. Schedule meetings with internal departments, vendors, and other necessary parties.
11. Complete required documentation promptly, meeting regulatory standards.
12. Work collaboratively with the interdisciplinary team.
13. Serve as a liaison with other departments and administrative professionals across the organization.
14. Provide guidance to supervisors and staff on administrative processes.
15. Manage copying, report compilation, and data management.
16. Actively participate in licensing and accreditation processes.
17. Uphold and integrate the agency’s mission, values, philosophy, and principles in daily work.
18. Perform other duties as assigned by the Clinic Director.

Conclusion
This job description provides an overview of the essential responsibilities and qualifications for the Urgent Care Administrative Assistant position. It is not intended to be an exhaustive list of all tasks or working conditions associated with the role.

Requirements

Education and Professional Experience

• Customer service experience, strong skills in front desk management, insurance eligibility verification, EHR utilization, and computer proficiency.
• Bilingual capabilities are preferred.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability