Administrative Support Specialist II (Temporary)

BestCare Treatment Services, Inc.; Madras (OR); On-site; USD 36,000 - 48,000; Full time

Job summary

BestCare Treatment Services, Inc. is seeking an Administrative Support Specialist II to provide welcoming front-office support at our Madras, Oregon location. You will interact with clients, coordinate scheduling, and assist staff with administrative tasks to ensure smooth daily operations.

You will manage referrals, data entry into the EMR, answer phones, process payments, and support the team with document management and reporting. Strong communication and organization are essential.

Qualifications

• Front-office experience with client interaction preferred.
• Proficient in data entry and scheduling tasks.
• Strong communication and organizational skills required.

Responsibilities

• Serves as first point of contact for clients and callers.
• Attends to client requests with exceptional customer service.
• Answers multi-line phone system, transfers calls, and relays messages.

Skills

Customer service

Phone etiquette

Data entry

Scheduling

Communication

Tools

EMR/EHR

Job description

Description

The Administrative Support Specialist II provides welcoming, professional, and direct front-office support as needed in assigned location(s), as well as assisting office staff with guidance on administrative functions, business requests, and resources. May serve as a mentor to other front-office staff, help to resolve lower-level issues, and refer matters to higher level staff as appropriate.

The Administrative Support Specialist II provides welcoming, professional, and direct front-office support as needed in assigned location(s), as well as assisting office staff with guidance on administrative functions, business requests, and resources. May serve as a mentor to other front-office staff, help to resolve lower-level issues, and refer matters to higher level staff as appropriate.

Essential Functions

• Serves as the first point of contact for clients, family members, and others, providing a welcoming and professional demeanor;
• Attends to appropriate requests of clients using exceptional customer service and client care;
• Answers multi-line phone system efficiently and professionally, transfers calls, and takes/delivers messages as needed;
• Is responsible for referral management, including processing of incoming referrals from internal and external parties to gather appropriate information, complete data entry into EMR, make initial contact with the client for scheduling in a timely manner, and closing the loop with the referring party; Additionally manages the referral tracking system and coordinates referrals with psychiatric care and/or other outside specialists;
• Creates client files as needed, verifies accuracy and completeness of all client data, runs reports for clinical staff to complete files for billing for both the file and EMR database;
• Organizes and schedules client appoints for all of the team to ensure the schedule is fully booked without double-bookings occurring;
• Is responsible for management of data entry of clinician case reports into EMR for admittance and discharge;
• Provides other administrative support including collecting payments, verifying insurance pay sources, verifying demographic information, obtaining client consent forms and releases of information, maintaining client attendance reports, scanning client records into EHR system, preparing and proofing reports, notices, correspondence, overseeing and maintaining office filing system and prescreening mail and faxes;
• Manages procurement of program supplies/equipment on behalf of the programs, coordinating with approved BestCare vendors, Admin fiscal/operations staff;
• Maintains supply inventory and orders supplies/tracks expenses;
• Oversees fiscal coordination with Finance (mgmt. of petty cash, weekly deposits, and managing client payments;
• Trains new staff on Front Office processes/procedures, maintaining documentation on all process changes and improvements;
• Schedules and participates in team meetings for administrative purposes, to take notes and coordinate projects with the larger team;
• Supports the office operating needs and changes with office space and serves as the point of contact for needs/questions of approved contracted vendors such as the landlord, cleaning company, and landscape company;
• Manages the program team's schedule, including organization of schedule template in EMR, Outlook and Teams platforms;
• Organizes, manages, and communicates the schedule for community meetings and internal meetings in the conference room;
• Provides complex, confidential, and specialized clerical and administrative activities in support of the program;
• May be engaged with entering additional data for MOTs, EAP, Health App organizations, and Problem Gambling data into additional outside platforms;
• Follows accounting and recordkeeping policies and practices in assigned program;
• Creates, maintains, and enters information accurately into databases and EHR system;
• Conducts regular safety inspections and ensures all documentation logs are completed for safety equipment, PPE in stock, utilized/completes safety