Bilingual Admin Support Specialist

POSITION TITLE: Bilingual Administrative Support Specialist

PROGRAM: Children’s Outpatient

GENERAL STATEMENT OF RESPONSIBILITIES:
The Administrative Support Specialist positions at Wellmore, Inc. could be responsible for any combination of the following functions occurring in the front desk/billing area of the agency as assigned by the Administrative Operations Manager or senior management at Wellmore. General areas of functions include greeting clients and families, answering telephones, taking referrals for all programs, handling crisis calls, billing, data entry, verifying client information, filing, assist doctors, process third party requests for information and other general administrative support functions.

SUPERVISION:
Supervised by: Administrative Operations Manager (or designee)

EXAMPLES OF RESPONSIBILITIES:
1. Enter/Maintain treatment provider appoints in scheduler system.
2. Greet and check in clients and their families for appointments.
3. Handle any walk in clients appropriately.
4. Verify that client information in computer system is accurate including insurance, phone number, address, etc. Update as necessary.
5. Copy insurance card for billing file.
6. Collect co-pays/fees from family at time of arrival.
7. Announce the client’s arrival to his/her treatment provider (i.e. clinician).
8. Answer incoming calls, forward calls to proper individual, take messages as necessary.
9. Receive and respond appropriately to incoming crisis calls.
10. Take basic referral information and follow appropriate triage protocol established by clinical team.
11. Set up orientation appointments accurately.
12. Send out appropriate documentation to potential client in a timely manner.
13. Assist with orientation meetings.
14. Prepare complete orientation packets with all necessary documentation.
15. Complete and mail all signed releases of information generated from new/returning client enrollment.
16. Set up evaluations in clinician’s schedules.
17. Follow up and send required notices for any orientation or evaluation cancellations, no shows or reschedules.
18. Assemble and process all necessary paperwork for client’s first visit.
19. Process accurate encounter form for billing including verifying progress note to encounter form and entering into software for bill processing.
20. Reconcile encounter forms to ensure accurate billing.
21. Retrieve Crisis program billing logs and enter services provided in system to ensure accurate billing.
22. Retrieve IICAPS program billing logs and enter services provided in system to ensure accurate billing.
23. Retrieve FFT program billing logs and enter services provided in system to ensure accurate billing.
24. Review/initial progress note against billing logs submitted. (EMPS/IICAPS/FFT).
25. File case files as necessary.
26. Maintain closed cases in an orderly fashion to ensure easy, ready access for retrieval or destruction process.
27. Retrieve all requested closed cases as necessary.
28. Open and close all case files for all programs.
29. Process all transfers of clients between programs and clinicians.
30. Separate and distribute incoming mail.
31. Assist in covering breaks, absences, etc for other administrative staff including covering all evening shifts.
32. Maintain waiting room in orderly fashion.
33. Maintain doctor’s schedules in appointment books, Outlook and computer software. Scheduling appointments as necessary.
34. Work effectively with doctors to ensure all doctor related calls and paperwork are handled appropriately and effectively.
35. Pull client files for doctors.
36. Process doctors encounter forms for billing including verifying progress note to encounter form and entering into software for bill processing.
37. Maintain/update information in prescription software program.
38. Score Achenbach forms in ADM system, process and deliver necessary reports to clinicians.
39. Maintain and update data in ADM database.
40. Enter OHIO scores in Access Program
41. Coordinate with QA Manager regarding changes and updates to Achenbach processing and OHIO score collection procedure.
42. Process all third party release requests.
43. Assist as needed with doctor related daily processing and follow up.
44. Other duties as assigned by supervisor or senior management

QUALIFICATIONS:
1. Have the ability to maintain the utmost confidentiality of both agency and client matters.
2. Maintain a level of adequate productivity as determined by your supervisor.
3. Be capable of working as part of a team.
4. Be able to effectively communicate with both families and professionals (in writing and verbally).
5. Have the ability to maintain a flexible work schedule.

EDUCATION & EXPERIENCE:
High school diploma or equivalent. Experience in office procedures, customer service, and/or working with children and families is necessary. Past administrative experience in an office setting is required. Must be able to effectively communicate and translate into Spanish.

This is a part-time position that will work 29 hours a week, Monday - Thursday. This position may be asked to work in our Naugatuck, CT Office.

LICENSURE/CERTIFICATION/REGISTRATION:
Valid driver’s license, with reliable transportation and valid auto insurance.