Administrative Specialist

Description

At Hill Country Mental Health and Developmental Disabilities Center our vision is to empower people, foster hope, support choice, and celebrate success.

**HILL COUNTRY MHDD CENTERS IS OFFERING A $2,000 SIGN ON BONUS FOR ALL FULL-TIME, NEW HIRE EMPLOYEES**

"Caring People Dedicated to Quality Service"

Help us help others:

The Administrative Specialist, under direction of the Clinic Director, is responsible for overall administrative duties of the mental health clinic. The Administrative Specialist is a customer focused and customer driven position requiring a highly motivated and compassionate can-do attitude. Providing a positive customer experience in a person-centered environment is a leading performance expectation. Primary duties include coverage of reception and main telephone, taking and relaying messages, scheduling and confirming appointments, collection of payment activities, incoming/outgoing correspondence, audit of daily schedule and scheduling appointments as needed. The Administrative Specialist maintains primary responsibility of the cash drawer, lobby area(s), and reception office. The Administrative Specialist will provide verbal verification of individual insurance, demographic, and financial information, as well as obtain documentation needed, i.e. insurance cards, residency information, Social Security cards, or income verification. Scan and attach documentation into Electronic Health Record (EHR) timely and accurately according to Hill Country MHDDC procedures. Accept intake forms from individuals in services, contact financial specialist to conduct financials and communicate with intake coordinator appropriately and timely. The Administrative Specialist, using excellent customer service skills, will meet client expectations, respond to questions appropriately and timely, and provide a person-centered approach with every interaction. Back-up duties include but are not limited to: completing various typing assignments, maintaining current Hill Country MHDDC forms, and financial assessments. Candidate must have good problem solving, organizational, and decision-making skills. Excellent time management, multi-tasking, communication, customer service, and phone skills are a must. 

You will get to:

• Physical coverage of reception area and telephones
• Providing excellent customer services to individuals in person, on the phone, and by email
• Coverage of reception area, answering main clinic phone, returning voicemail, and relaying messages
• Verification of insurance coverage and any changes in demographic and financial information
• Schedule appointments on a rotating prescriber schedule, update individuals on cancelled appts in a timely manner, schedule follow-up services per prescriber’s recommendation
• Check individuals in utilizing EHR
• Run daily report of appts and communicate with providers about changes-cancellations, last minute scheduled appts
• Accept payment for services, deposit cash/check payments
• Fax outgoing information, scan incoming documents into chart
• Submit purchase orders, payment requisitions, and invoices for processing
• Maintain assigned areas, ensuring all areas are person-centered and trauma-informed
• Coordinate individual walk-in services, i.e. intake and crisis services, demographic/financial information, PAP applications
• Manage time to support time-sensitive nature of documents/services/scheduling
• Maintain cross-training in PAP services, demographic/financial services, and other administrative duties as assigned by the Clinic Director
• Maintain cleanliness and organization of front waiting area
• Knowledge and understanding of clinic operations and services to answer all client questions timely and competently
• Maintain vehicle logs and communicate maintenance needs to Clinic Director
• Accept intake paperwork, prepare new chart number, contact financial specialist to conduct financial and communicate with intake coordinator  
• Cash Drawer fund custodian.
• Maintain clinic scan folder. 
• Document messages into the Electronic Health Record as appropriate.

• Data Entry.
• Protect the confidentiality of individuals and their records by complying with Hill Country MHDDC patient confidentiality and HIPAA policies and procedures.
• Interact positively and in cooperation with other members of the organization and team, including active participation in supervision activities, team meetings, continuing education, etc. Working independently requesting assistance from supervisor as needed.

Qualifications

You’ll definitely need:

• High School Diploma or GED
• A valid Texas State Driver’s License.
• Current automobile insurance and the ability to travel when necessary.

We’ll also want you to:

• Identify gaps in processes and work closely with other departments for process improvement
• Demonstrated ability to listen skillfully and collect relevant information 
• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Strong leadership skills with ability to motivate and encourage others
• Proficient with Microsoft Office Suite or related software
• Comfortable working with technology and can easily navigate new technology platforms
• Efficiently move through a to-do list and effectively prioritize and triage competing demands
• Passion for connecting individuals and families with excellent care
• Can successfully work remote
• Sustain a calm demeanor when under pressure to handle sometimes difficult situations.
• Provide exemplary customer service and care to your team.
• Work autonomously to complete assignments. 
• Work cooperatively with others and be punctual and consistent in attendance because your people will rely on you!

We’re excited to provide:

• PPO health insurance plan, with option to add dependents.
• PPO dental plans and vision insurance options for healthy teeth and eyes.
• Employer paid life insurance.
• 401(a) plan, employer matches your contributions dollar for dollar up to 8% of your salary.  You are 100% vested after 3 years of service.
• 457/403(b) plan, employees are immediately eligible to contribute pre-tax earnings.
• Generous paid time off for fun and vacations and paid sick time for when you’re under the weather.
• Authentic and caring environment where folks care about each other.

We can pay you:

$15.00 per hour and benefits plus good karma for doing good in the world.