Administrative Support Specialist (ID130)

Northwestern Community Services Board; Winchester (VA); On-site; USD 30,000 - 33,000; Full time

Job summary

Northwestern Community Services Board in Winchester, VA is seeking an Administrative Support Specialist to greet clients, check in and out of appointments, process payments, and manage scheduling under supervision.

The role uses the Electronic Health Record and Credible systems, handles insurance verification and billing inquiries, and supports daily operations across clinic locations. Candidates should have at least one year of office support experience and a valid driver’s license.

Qualifications

• At least one year of office assistance experience, medical office preferred.
• Must possess a valid driver’s license, a good driving record, and the ability to provide your own transportation.

Responsibilities

• Greet clients, check in and out of appointments using Electronic Health Record; collect copay and self-pay fees; verify and update client data; schedule follow-up clinical appointments; answer phones and direct calls to departments; maintain daily staff schedules.
• Verify insurance coverage and benefits; assess fees for self-pay clients; check Medicaid eligibility; conduct financial interviews to determine client fees; act as liaison for billing inquiries; obtain signatures on forms; manage returned mail; assist in fee collection.
• Educate clients on and set up client portal; reset passwords; obtain releases of information; scan documents into EHR; enter client data into Credible; complete Credible reports; maintain client records.
• Make daily reminder calls for appointments; provide fee/scheduling information to new clients; maintain clinical wait lists to optimize schedules.

Skills

Office experience

Customer service

Tools

Electronic Health Record (EHR)

Credible

Job description

Administrative Support Specialist (ID130)

Greets and signs in clients at the Agency’s behavioral health clinic; processing appointments and accepting payments; work is performed under regular supervision.

This job description is based upon an evaluation of agency requirements at the time this description was written. This job description will change as the position is developed further, or in response to organizational or technological changes.

MAJOR DUTIES AND RESPONSIBILITIES:

• Greets clients, checks in and out of appointments using Electronic Health Record; collects and processes all copay and self-pay fees; verifies and updates client data for accuracy, schedules follow-up clinical appointments; answers phones to determine needs of clients and directs calls to appropriate departments; maintains daily schedules for program site’s clinical and medical staff.
• Verifies all insurance for coverage and benefits; assesses fees and appeals process for all self-pay clients; checks Medicaid eligibility; conducts financial interviews to determine client fee rate and third-party resources; acts as liaison between clients and reimbursement department on billing inquiries; reviews and obtains signatures on agency forms as needed; updates system on returned mail; assists in the collection of agency fees.
• Maintains meaningful use compliance by educating clients on and setting up client portal; resets client passwords; obtains releases of information as needed; scans all documents into electronic health record; enters client demographic date into Credible; completes Credible reports as needed; scans client information and maintains client records within Credible.
• Performs daily reminder phone calls for clinical appointments; provides information to new clients regarding fees and scheduling; maintains clinical wait list to cut down on clinical wait time and ensure productivity in clinical schedules.
• Receives and sorts all incoming mail; distributes interoffice mail; signs for and distributes all packages.
• Provides coverage as needed and be willing to fill in at other clinic locations as needed; performs other duties as assigned by the supervisor which are consistent with the position and in compliance with the agency’s policies and procedures.

QUALIFICATIONS:

• At least one year of office assistance experience, medical office preferred.
• Must possess a valid driver’s license, a good driving record, and the ability to provide your own transportation.

ADDITIONAL REQUIREMENTS:

• May be exposed to allergenic environments from client’s homes, including dust, smoke, pet contamination, cleaning supplies, etc.
• May be exposed to clients with infectious diseases.
• Must be able to walk distances, climb and descend stairs, maneuver in and out of agency vehicles.
• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift/push/pull up to 25 pounds at times.

SALARY: $30,003 – $33,265

POSITION: ID130

RETIREMENT: NWCSB participates in Virginia Retirement System.

DISCLAIMER:All full-time employees are eligible for a complete benefits package that includes enrollment in Virginia Retirement System. For more information about benefits and a complete list of current job openings, please visit our website, www.nwcsb.com. Positions remain open and advertised until filled.

If you need assistance or an accommodation to apply or interview, contact Human Resources at [e-mail] or 540-636-4250, Ext 2155.

Northwestern Community Services Board provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.