Program Administrative Assistant

Behavioral Health Network, Inc.; Springfield (MA); On-site; USD 30,000 - 34,000; Full time

Job summary

Behavioral Health Network, Inc. is hiring a Program Administrative Assistant to provide in-person support for Recovery Coach program operations, including billing, insurance authorizations, and payer of last resort requirements.

The role manages waitlists, enrollment data, and documentation across Carelogic and the VG system. You will handle communications, streamline workflows, update lists, and ensure timely reauthorizations.

Qualifications

• GED required with 2+ years of related training or experience.
• CARC certification preferred.
• Lived experience of addiction and recovery preferred.
• Proficiency with Microsoft Office 365, TEAMS and SharePoint; EHR systems.
• Excellent verbal and written communication skills.
• Strong interpersonal and teamwork abilities.

Responsibilities

• Respond to all incoming calls, emails and faxes for Recovery Coaching promptly.
• Plan and streamline administrative workflows for overall program efficiency.
• Update and distribute Recovery Coach Contact List quarterly or as needed.
• Monitor insurance reauthorization and intake due dates monthly; ensure timely documentation.
• Create and update Re-auth/Annual intake spreadsheets monthly.
• Send reminders to coaches for required paperwork submission.
• Review Reauthorization forms for errors and update Wellness plan information as required.
• Submit completed forms to billing to secure timely reauthorizations.
• Review Recovery Coach enrollments/disenrollments for accuracy and timeliness.
• Enter enrollments in the Virtual Gateway and troubleshoot referrals as needed.
• Review intake packets for completion and compliance; follow up at supervisory level.

Skills

Verbal communication

Written communication

Interpersonal skills

De-escalation

Teamwork

Cultural humility

Education

GED

Tools

Microsoft Office 365

TEAMS

SharePoint

Electronic Health Records

Job description

• Pay or shift range: $21.50 USD to $25 USD
  The estimated range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons.

Description

The Program Administrative Assistant provides in-person administrative support in Recovery Coach program operations related to billing, insurance authorizations, fidelity to program's DPH/BSAS payer of last resort contract requirements, managing the Recovery Coach waitlist including assignment of new participants to Recovery Coaching and admitting new participants to the program.

What you will do:

• Respond to all incoming calls, emails and faxes to Recovery Coaching in a timely manner; forward inquiries as needed
• Help plan, streamline, and execute administrative workflows and procedures for overall efficiency in consultation with the Recovery Coach Program Director
• Update and distribute Recovery Coach Contact List quarterly or more often as needed
• Monitor insurance reauthorization and annual intake due dates monthly to ensure required documentation is submitted in a timely manner:
• Create and update Re-auth/Annual intake spreadsheet monthly
• Send reminders/requests to all coaches to submit required paperwork
• Review all Reauthorization forms for errors, adding updated Wellness plan information when required by certain payers
• Submit completed forms to billing, as they come due, to ensure that all reauthorizations are obtained in a timely manner
• Review all incoming Recovery Coach enrollments and disenrollments for accuracy, timeliness, and alignment with documentation in Carelogic, in follow up to initial reviews at the supervisory level
• Enter EIM-ESM Enrollments and Disenrollments in the Virtual Gateway (VG)
• Troubleshoot referrals with existing Recovery Coach or conflicting Recovery Support Navigation assignments in the VG
• Review all incoming Recovery Coach Intake packets for completion, timeliness, and compliance, in follow up to initial reviews at the supervisory level

Who you are:

• A minimum of a GED with 2 or more years of commensurate training, experience, and demonstrated expertise in the field.
• Current CARC-certification preferred.
• Lived experience of addiction & recovery, personal or familial, preferred.
• Proficiency with Microsoft Office 365, including TEAMS and SharePoint as well as Electronic Health Records required
• Excellent verbal and written communication skills required
• Strong interpersonal skills, including de-escalation skills, and a track record of teamwork required
• Demonstrated cultural humility in working with individuals from diverse backgrounds required.
• Demonstrated working knowledge of community resources preferred.

Hours: Monday - Friday, 8am-4pm

BHN is committed to social justice and diversity and strongly encourages diverse candidates to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.