Administrative Assistant

Prestera Center for Mental Health Services; Point Pleasant (WV); On-site; USD 19,000 - 25,000; Full time

Job summary

Prestera Center for Mental Health Services in Point Pleasant, WV seeks an administrative support specialist to manage front-desk tasks and data entry using the Electronic Health Record system. The role requires accurate verification of consumer information, scheduling, and effective communication with clients and staff.

The position emphasizes strong customer service, ability to handle multiple tasks, and coordination with site directors on daily operations and telehealth setup as needed.

Qualifications

• Ability to handle multiple tasks and maintain accuracy amid interruptions.
• Proficient in Microsoft Word and Excel; comfortable learning additional software.
• Excellent oral and written communication skills; strong customer service orientation.

Responsibilities

• Responds to all communications (IM, phone, email) directly or by routing to the appropriate staff.
• Uses EHR to enter schedules, co-payments, demographics, payer info, etc.
• Verifies consumer information at each visit to ensure accuracy in the EHR.
• Processes benefits verification for various payers; supports scheduling with approved providers.
• Assists telehealth setup and coordinates with staff to explain the process to consumers.
• Attends trainings and staff meetings; covers at other clinic sites as needed.

Skills

Office procedures

Microsoft Word

Microsoft Excel

Multitasking

Oral and written communication

Customer service

Education

High School Diploma/GED

Tools

Electronic Health Record (EHR)

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.