Administrative Client Services Representative [Minneapolis]

Partners Behavioral Healthcare; Minneapolis (MN); On-site; USD 33,000 - 37,000; Full time

Benefits offered by this job

Health insurance

401k with employer match

Paid time off

Job summary

Partners Behavioral Healthcare in Minneapolis is seeking an Administrative Client Services Representative to support our clinical team by scheduling appointments, greeting clients, answering calls, and handling daily office duties.

This on-site, Monday–Friday role requires excellent communication, reliability, multitasking, and confidentiality to manage patient records, billing questions, and referrals within our EHR system.

Qualifications

• Excellent written, communication, customer service, and listening skills.
• Possess maturity, patience, understanding and empathy with clients and staff.
• Effectively multi-task, handle stress, de-escalate, and problem solve.
• Strong facilitation, negotiation, investigation, and mediation skills.
• Considered as being people oriented, friendly, and approachable.
• Ability to maintain composure and professionalism in all circumstances.
• Excellent critical thinking skills.
• Knowledge of Partners Behavioral Healthcare processes as it pertains to the 12 Core Functions.
• Ability to maintain confidentiality of client information.
• Think and act with a solution-focused approach.
• Be punctual, manage time and rearrange schedule as necessary.
• Maintain a positive attitude and flexibility.

Responsibilities

• Process all incoming calls and correspondence regarding billing issues and service questions.
• Check in clients in an accurate and professional manner.
• Use computer-based system to verify patient information.
• Understand and communicate benefit changes to members or refer to resources.
• Collect co-pay or deductibles and respond to questions about financial assistance.
• Obtain signatures from clients as needed.
• Scheduling and intake coordination with efficiency and attention to detail.
• Answer calls, transfer to appropriate department, provide information about the organization.
• Return missed voicemails, faxes, and emails promptly.
• Upload client intake paperwork in the EHR system (Ritten).
• Check Ritten daily, upload faxes, manage client records and notify staff.
• Upload authorizations and submit to billing.
• Fulfill requests for medical records.
• Contact clients late or absent and document updates in Ritten.
• Enter information into the DAANES reporting system.
• Perform front office duties including opening/closing and inventory.

Skills

Customer service

Communication

Multitasking

Problem solving

Empathy

Time management

Professionalism

Confidentiality

Teamwork

Education

High school diploma

Associate/Bachelor's preferred

Tools

Ritten EHR

Microsoft 365

EHR systems

Job description

Administrative Client Services Representative [Minneapolis]

MISSION STATEMENT:

Partners Behavioral Healthcare finds and restores individuals struggling with substance use and mental health disorders. We provide behavioral health services for justice-involved individuals that need to break free from addiction and criminal thinking, manage mental health, and take control of their lives amidst the complexities of the justice system.Partners Behavioral Healthcare provides compassionate, individualized programs and a community invested in helping clients achieve long-term, lasting recovery giving them the opportunity for reconciliation with self and others, hope in a better life, and a purpose to explore and achieve.

Administrative Client Services Representative

Reports To: SUD Admissions Manager

Position(s) Supervised: None

FLSA Classification: Non-Exempt

Work Location: On-Site, Minneapolis

Hours: Monday - Friday Daytime Hours

Pay Range: $24 - $27 per hour

JOB SUMMARY:

The Administrative Client Services Representative plays a key role in supporting our clients and our clinical team by scheduling appointments, interacting with potential referents and clients, completing daily office duties, and managing various schedules.

The Administrative Client Services Representative is responsible for greeting and welcoming clients, answering all calls and directing as needed, client scheduling, daily facility opening/closing duties as well as office supply management.

PRIMARY JOB DUTIES :

• Process all incoming calls and correspondence regarding billing issues and service questions.
• Check in clients in an accurate and professional manner.
• Use computer-based system to verify patient information.
• Understand and communicate benefit changes to members or refer to appropriate resources.
• Collect co-pay or deductibles and respond to questions regarding financial assistance programs available. Defer complex questions as needed.
• Obtain signatures from clients as needed.
• Scheduling and intake coordination with efficiency and attention to detail.
• Answer incoming phone calls, transfer calls to the appropriate department or staff, answer general or admissions related questions, and provide information about the organization.
• Return missed or after-hours voicemails, faxes, and emails in a timely manner.
• Upload client intake paperwork in the Electronic Health Record System, Ritten.
• Check Ritten multiple times daily, upload faxes, manage incoming client records and miscellaneous documents and submit to client charts; notify primary counselor and/or the appropriate staff.
• Upload authorizations and submit them via email to the billing specialist.
• Fulfill requests for medical records.
• Contact clients that are late or absent from programming, communicate updates to staff or management and document updates in Ritten.
• Entering information into the state DAANES reporting system.
• Perform all front office duties, including opening and closing procedures, office supply inventory and ordering.

KNOWLEDGE & SKILLS:

• Excellent written, communication, customer service, and listening skills.
• Possess maturity, patience, understanding and empathy with clients and staff.
• Effectively multi-task, handle stress, de-escalate, and problem solve.
• Strong facilitation, negotiation, investigation, and mediation skills.
• Considered as being people oriented, friendly, and approachable.
• Ability to maintain composure and professionalism in all circumstances.
• Excellent critical thinking skills.
• Knowledge and understanding of all Partners Behavioral Healthcare processes as it pertains to the 12 Core Functions.
• Ability to maintain the confidentiality of client information.
• Possess the ability to think and act using a solution-focused rather than a problem-oriented approach.
• Ability to be punctual, manage time and rearrange schedule, as necessary.
• Consistently demonstrate a positive attitude and ability to be flexible.

REQUIRED QUALIFICATIONS:

• Must be at least 18 years of age.
• High school diploma or equivalent.
• 2-3 years of related experience.
• Ability to pass a MN DHS (Department of Human Services) Background Study.
• Must be able to work 40 hours per week on site. This position is not eligible for remote work.

PREFERRED QUALIFICATIONS:

• Knowledge and experience using Ritten and Microsoft 365.
• Associate or bachelor's degree in related field.
• 4+ years of related experience.
• Computer literacy including experience using an electronic health records (EHR) system.
• Show working knowledge in substance use disorder and/or mental health in an addiction treatment facility.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS:

• Work is performed primarily on-site in an office or clinical setting.
• Frequent interaction with clients, referral sources, clinicians, and internal staff.
• Fast-paced, client-facing environment requiring professionalism, confidentiality, and emotional composure.
• Standard office equipment use including computers, phones, EHR systems (Ritten), printers, and copiers.
• Occasional standing, walking, bending, reaching, or lifting office materials up to 20 pounds.

CONTINUED EDUCATION AND TRAINING:

• Attend any mandatory staff meetings and trainings.
• Remain up to date with all current PIR policies and procedures.

WHAT WE OFFER:

Partners Behavioral Healthcare provides free clinical supervision for qualifying trainees and staff, and Clinician AI for charting support. All of our locations have complimentary off-street parking and ongoing professional development, including structured training for SUD groups.

We offer a comprehensive benefits package designed to support your well-being, career growth, and work-life balance. You’ll receive robust health coverage choices—with medical, dental, vision, life, and disability insurance. Our retirement plan includes a 401k with Roth and pre-tax deferral options with up to a 3.5% employer match. We value your time with generous paid time off, six company holidays and your birthday off.

Loan Forgiveness Available!

Partners Behavioral Healthcare offers services in health professional shortage areas, making they eligible sites for Minnesota's Health Professional Loan Forgiveness Programs, which offers loan forgiveness to some licensed professionals.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

The above list reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned for the position.

Partners Behavioral Healthcare is an Equal Opportunity Employer.