Access and Engagement Clerk

Kids for the Future; Tulsa (OK); On-site; USD 25,000 - 34,000; Full time

Job summary

Grand Mental Health is seeking an Access and Engagement Clerk to provide centralized administrative support within the Access and Engagement Department in Tulsa. You will handle referrals, scheduling, documentation, and coordination to ensure timely client access to behavioral health services.

The role requires a high school diploma or equivalent, 2+ years of administrative experience, and familiarity with EHR systems and Microsoft Office, especially Excel.

Qualifications

• High school diploma or equivalent required; Associate degree in Business Administration, Healthcare Administration, or related field preferred.
• Minimum two (2) years of administrative, clerical, customer service, healthcare support, or office experience required.
• Experience with electronic health records (EHR) and Microsoft Office Suite, particularly Excel, preferred.
• Ability to maintain confidentiality in accordance with HIPAA regulations.

Responsibilities

• Retrieve, organize, and prepare incoming referral documentation for timely review by referral staff.
• Maintain referral documentation and ensure referral packets are complete prior to assignment.
• Assist with referral tracking and documentation to support timely client access to services.
• Support call center operations through administrative tracking, reporting, and data entry.

Skills

Administrative

Clerical

Customer Service

Healthcare Support

Office Experience

Education

High school diploma

Associate degree preferred

Tools

EHR systems

Microsoft Office

Excel

Job description

• Location 6128 East 38th Street,Tulsa, OK, 74135,United States
• Base Pay $21.00 / Hour
• Job Category Business Services
• Employee Type FT Non-Exempt
• Required Degree High school

Description

The Access and Engagement Clerkwillprovidecentralized administrative support to the Access and Engagement Department, ensuring efficient coordination of client referrals, call center operations, therapist scheduling,and workflows. This position performs a variety of clerical and data management functions that supporttimelyclient accessand engagement into behavioral health services while allowingmanagement,clinical and client-facing staff to focus on direct patient careand administration duties.

EDUCATION, QUALIFICATIONS,AND EXPERIENCE:

• High school diploma or equivalent required; Associate degree in Business Administration, Healthcare Administration, or related field preferred.
• Minimumtwo(2) yearsof administrative, clerical, customer service, healthcare support, or office experiencerequired.
• Experience working in healthcare, behavioral health, or a high-volume office environment preferred.
• Experience with electronic health records (EHR) and Microsoft Office Suite, particularly Excel, preferred.
• Ability tomaintainconfidentialityin accordance withHIPAA regulations.

JOB DUTIES AND RESPONSIBILITIES:

This position is responsible and held accountable for the following duties:

• Retrieve, organize, and prepare incoming referral documentation, including faxed referrals, fortimelyreview by referral staff.
• Maintain referral documentation and ensure referral packets are complete prior to assignment.
• Assistwith referral tracking and documentation to supporttimelyclient access to services.
• Support call center operations through administrative tracking, reporting, and data entry.
• Maintain real-time tracking systems thatmonitorclient movement through referral, screening, and engagement processes.
• Update therapist schedule spreadsheets daily using approved scheduling and leave information.
• Monitor leadership calendars toidentifyscheduled time off andmaintainaccuratetherapist availability.
• Prepare quarterly therapist availability projections to support referral scheduling.
• Coordinate communication between referral, call center,engagement, and leadership teamsregardingscheduling changes and workflow updates.
• Monitor operational workflows and notifyappropriate staffof delays, bottlenecks, or missing information.
• Maintain departmental spreadsheets, databases, reports, and administrative records.
• Assistwith compiling operational reports and performance metrics as requested.
• Scan, upload, file, and organize electronic documentationin accordance withagency standards.
• Provide administrative support for special projects, meetings, and department initiatives.
• Ensure all documentation isaccurate, complete, and entered within establishedtimeframes.
• Maintain confidentiality of all client and organizational information.
• Understand and promote Grand Mental Health's Certified Community Behavioral Health Clinic (CCBHC) model by supporting access to high-quality behavioral health services.
• Perform otherreasonably relatedduties as assigned by supervisor or management.
• Maintain regular and predictable attendance.

Must perform the specific job duties listed above to meet position expectations.

WORK ENVIRONMENT:

• Must be willing and able to perform all job-related travel normally associated with this position, which is less than 10% of the time.