Administrative Assistant

Prestera Center for Mental Health Services; Charleston (WV); On-site; USD 32,000 - 42,000; Full time

Job summary

Prestera Center for Mental Health Services in Charleston, WV seeks an experienced administrative support specialist to manage front desk operations, greet clients, and coordinate scheduling and check-in/check-out procedures.

You will use the Electronic Health Record (EHR) system to enter demographics, co-payments, payer information, and visit notes, verify accuracy at every patient encounter, and support telehealth setups with staff.

Qualifications

• Experience in office procedures and administrative tasks.
• Strong written and oral communication abilities.
• Ability to multitask and stay organized amid interruptions.

Responsibilities

• Manage front desk duties including check-in/out and scheduling.
• Enter schedules, demographics, co-payments, and payer info in the EHR.
• Verify consumer information at visits for accuracy.
• Assist with telehealth setup and coordinate with staff.
• Handle inquiries via phone, email, and IM with timely responses.

Skills

Communication skills

Multitasking

Phone and email handling

Customer service

Education

High School Diploma/GED

Tools

Microsoft Word

Microsoft Excel

Job description

Summary of Job Function: Provides oversite of administrative support services including but not limited to filing, scanning, scheduling of appointments, performing check in and check out procedures with consumers, and communicating with co-workers and consumers via email, instant messaging, and phone. Verifies all consumer information.Qualifications: To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Essential Functions:Responds to all forms of communication (IM, telephone, email) by either directly handling the issue or handing the person off to the staff that can address their situation within a timely fashion.Utilizes the Electronic Health Record (EHR) to enter schedules, co-payments, consumer demographics, payer information, etc.Takes initiative to assure that consumers are seen as they present for services.Demonstrates excellent customer service skills with both internal and external customers.Verifies consumer information at each visit to assure accurate data is in the EHR.Completes verification of benefits for consumers with various payers.Utilizes credentialing panel information to schedule consumers with the approved provider.Follows front desk procedures at designated site regarding the deposits.Obtains signatures on all paperwork as indicated.Assures charity care applications and consents for treatment are updated annually.Supports telehealth initiatives by setting up equipment, coordinating with staff providing the services, and explaining process to consumer as needed.Takes directives from site directors regarding customer service and day to day job functions.Processes and distributes daily report information regarding insurance claims as directed.Provides coverage at other clinic sites as needed.Attends all mandatory trainings and staff meetings.Coordinates with site director when issues arise with law enforcement, medical emergencies, or subpoenas.Orders supplies as directed.All other duties as assigned.Job Specifications:1. Education, Certification/License, and/or ExperienceHigh School Diploma/GED required.Valid drivers license required.Knowledge, Skills, and Abilities required: Must have knowledge of office procedures and experience in an administrative position is preferred. Possesses experience in Microsoft Word and Excel and possesses the ability to learn and use additional computer programs. Must have the ability to coordinate multiple tasks and produce accurate work despite frequent interruptions. Excellent oral and written communication skills are required.Physical & Mental Requirements: The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Essential Physical and Mental Requirements:Physical DemandsContinuous Over 70%Frequent 40%-69%Occasional 15%-39%RarelyStandingxSittingxWalkingxClimbingxBendingxCrouchingxPushing/PullingxCarryingxLifting/Lowering 1-15 lbs.x15-30 lbs.x30-50 lbs.xOver 50 lbs.xFine Hand/Eye CoordinationxColor DiscriminationxHearing AcuityxVisual AcuityxBody Fluid ExposurexMental DemandsContinuous Over 70%Frequent 40%-69%Occasional 15%-39%RarelyConcentration on DetailxAttention Span of 1+ hours on a TaskxAbility to remember multiple TasksxOral CommunicationxWritten CommunicationxThe job duties outlined herein are general statements that describe the basic job requirements and cannot state in words every aspect of job content. Prestera Center reserves the right to modify, delete, or reclassify these duties at its sole discretion at any time.