Program Operations & Admin Specialist

BestSelf; City of Dunkirk, Northern (NY, KY); Hybrid; USD 38,000 - 58,000; Full time

Benefits offered by this job

Welcoming team environment

Paid time off

Student loan forgiveness

Health insurance options

Lifestyle & personal insurance options

License renewal reimbursement

Defensive driving course reimbursement

Career growth opportunities

Job summary

BestSelf Behavioral Health is seeking a program assistant to organize non-clinical operations, coordinate communications, and manage client/chart activities under team leadership. The role includes receptionist duties, document creation, and assisting with budget records.

The position involves maintaining HIPAA-compliant records, tracking Medicaid activity, supporting billing with the administrative team, and ensuring accurate, timely reporting for daily operations.

Qualifications

• Knowledge of the operation and use of personal computer, including Excel and Word.
• Ability to organize and maintain auditing materials.
• Ability to communicate effectively with a variety of professionals.
• Must be adept at problem-solving, possess strong interpersonal skills.
• Must be able to prioritize and plan work activities as to use time efficiently.
• Must be organized, accurate, thorough and able to monitor work for quality.
• Must be dependable, able to follow instructions, respond to management direction.
• Ability to establish and maintain good working relationships with multidisciplinary team.

Responsibilities

• Filing, photocopying, answering telephones and general document creation, type letters, memos, and reports per staff request.
• Maintain staff safety log, communicate with and track staff in the field for safety purposes as per the safety protocol.
• Track and maintain flexible wrap fund accounts.
• Track purchase order requests.
• Maintain tracking of motel and vendor use by staff on behalf of clients.
• Track and maintain Medicaid account activity of consumers.
• Open new consumer charts, maintain active charts, and close out terminated consumer charts.
• Attendance and participation in daily morning clinical meetings.
• Maintain accurate auditing of client charts, both for required documentation and billing purposes.
• Work cooperatively with administrative business office to insure appropriate billing is conducted.
• Record admissions and discharges and provide a source of information for statistical reports.
• Maintain consumer charts according to agency standards including the following: set up charts for newly admitted consumers; file materials in consumer charts and files to assure current, accurate information is available; and monitor clinical charts in coordination with the team leader, to assure that they are being maintained in accordance with unit policies and procedures.
• Prepare letters to request medical records and client authorizations and maintain a log of requests and record received per HIPAA compliance regulations.
• Operate and coordinate the computer and management Information systems for the program.
• Schedule and assigned duties are subject to change based on the needs of the program and the clients we serve.

Skills

Excel

Word

Organizational skills

Communication

Problem-solving

Time management

Teamwork

Multitasking

Education

High School diploma

Business School credentials

Job description

BestSelf Behavioral Health is seeking a program assistant to organize non-clinical operations, coordinate communications, and manage client/chart activities under team leadership. The role includes receptionist duties, document creation, and assisting with budget records.

The position involves maintaining HIPAA-compliant records, tracking Medicaid activity, supporting billing with the administrative team, and ensuring accurate, timely reporting for daily operations.