Administrative Assistant

Covenant Family Solutions; Marion (IA); On-site; USD 23,000 - 32,000; Full time

Job summary

Covenant Family Solutions in Marion, IA is seeking a patient, detail-focused Administrative Support Specialist to deliver high-quality client service, verify insurance, process payments, and support scheduling and record management.

You will handle intake for Med Management and Therapy, manage portal access, and maintain HIPAA compliance while communicating clearly with clients, providers, and staff in a fast-paced clinic environment.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Proficient in Microsoft Office 365.
• Experience in health care or behavioral health preferred.
• Authorized to work in the US.

Responsibilities

• Check in clients by verifying address, phone, email, and payment info; update insurance and map to payer.
• Answer phones, take payments, handle questions, manage cancellations and telehealth links.
• Schedule and reschedule clinic clients and initial intakes.
• Process record requests and handle invoicing for external requests.
• Maintain paperwork, HIPAA, ROIs, and confidentiality limits; client portal use.
• Oversee office duties: supplies, scanning, and environment; assist with portal resets.

Skills

Customer service

Communication

Detail oriented

Time management

Professionalism

Adaptability

Evening availability

Integrity

Education

High school diploma

Associate degree preferred

Job description

This position is responsible for providing high quality customer service to clients while working effectively with providers and insurance carriers. This position requires strong communication skills and high attention to detail.

Responsibilities

• Checking clients in by confirming and verifying their address, phone numbers, e-mail address, and credit card on file. Update and verify insurance. When a client has new insurance, the admin will add the new insurance and map to payer. Will work with the client on balances and taking payments.
• Answer phones, take payments over the phone, answer client questions, manage cancellations and rescheduling of appointments. Send out telehealth links.
• Scheduling and rescheduling of clinic clients.
• Completing and scheduling initial Med Management and Therapy intakes.
• Processing record requests when Covenant Family Solutions is requesting. Respond to and invoicing for external record requests.
• Process Paperwork and ensure appropriate paperwork is in the file.
• Informed Consent
• HIPAA (Health Information Portability and Accountability Act)
• ROIs (Release of Information)
• Limits to Confidentiality for Families and Couples
• School Notes
• Information could be obtained by sending paperwork through the client portal, ADOBE, in person or by fax
• Good Faith Estimate

• General office responsibilities which might include making copies of forms or paperwork, faxing, and scanning of documents into electronic health record.
• Run batch eligibility as requested.
• Order office supplies as requested.
• Oversee the clinic environment by ensuring the waiting room and all common rooms look professional by vacuuming as needed, taking out garbage, tidying up books/magazines and clean restrooms.
• Walk through with client how to use the client portal in InSync.
• Reset client password for the client portal in InSync.
• Contact clients whose insurance is inactive to obtain updated information.
• Attend site meetings and individual meetings.
• Understand and live Covenant Family Solutions core values.
• Other duties as assigned.

Requirements

Competencies/Qualifications (Knowledge, Skills, and Abilities)

• Customer service skills
• Professionalism
• Compassion for mental health
• Honesty and integrity
• Accountability
• Effective oral and written communication skills
• Adaptability
• Detail oriented
• Time management skills
• Works well under pressure
• Ethical, responsible, and self-confident
• Willingness to do other duties as assigned
• Ability to establish and maintain professional working relationships
• Be able to work evenings as needed

Education

• High school graduate or equivalent required, associate degree preferred or equivalent years of experience.
• Proficient in all Microsoft Office 365 products.

Experience

• At minimum 2 years of work experience in health care or behavioral health preferred.
• Experience with Electronic Health Record preferred.

Other

• Authorized to work in the US.
• We are an equal opportunity employer

Covenant Family Solutions conducts background and refernces checks on all persons being offered employment.

Salary: $20.00 per hour