Site Support Specialist

CODA; Hillsboro (OR); On-site; USD 27,000 - 38,000; Full time

Job summary

CODA in Hillsboro, OR is seeking an administrative support specialist to admit new patients and manage intake paperwork within our health services program. You will verify demographics, assist patients with forms, and coordinate with the admissions team to secure insurance information.

Responsibilities include using CODA's electronic health record system, verifying releases, handling insurance verification, and ensuring accurate, HIPAA-compliant records.

Qualifications

• High School Diploma or GED required.
• At least 2 years of relevant customer service experience.
• Experience in nonprofit/health care environment preferred.

Responsibilities

• Admit new patients using CODA's Electronic Health Record System, obtaining necessary Releases of Information and assisting with intake paperwork.
• Coordinate with admissions team to schedule new patient intakes and assist with insurance-related tasks.
• Verify insurance information and maintain HIPAA-compliant records within CODA systems.
• Obtain and process Food Stamp cards for patients as needed and liaise with relevant agencies.
• Prepare closed patient files for Records Department and ensure timely delivery.
• Provide courteous service in person and by phone, linking patients to CODA resources.
• Open, manage, and secure the admit building and maintain tidy, welcoming spaces.
• Manage paper health records, files, and ensure policy compliance.
• Attend team meetings and trainings; align outcomes with CODA mission and values.

Skills

Customer service

Education

High School Diploma or GED

Job description

Job Details: Job Location: Hillsboro, OR 97123, Position Type: Full Time, Education Level: High School, Salary Range: $23.76 - $23.76 Hourly, Travel Percentage: None, Job Shift: Day, SUMMARY: Provide courteous and effective services to patients, co-workers, and guests in support of clinical operations; admit new patients to ensure the accuracy of patient demographic, billing and insurance information in the health record systems; and participate in a wide variety of administrative and cross-departmental processes facilitating access to treatment, retention, and integration of services for patients in both Residential Programs.

Schedule: Monday-Friday 10am-7pm

ESSENTIAL RESPONSIBILITIES AND TASKS:

• Admit new patients using CODA's Electronic Health Record System, obtaining necessary Releases of Information, assisting the patient fill out intake paperwork, searching the patient's belongings to ensure safety and appropriateness, notifying the patient's insurance to lock in their specific plan during this treatment episode and provide a warm hand off to clinical staff.
• In coordination with CODA's admissions team and the Program Manager, assist with scheduling new patient intakes. Assist patients that need to reactivate or renew their Oregon Health Plan Insurance after becoming an OHP Assister.
• Utilize online insurance verification systems to confirm insurance information is valid and accurate for patients prior to their appointment. Utilize internal and external resources to verify coverage levels and authorization requirements, seeking help through appropriate channels where required.
• Obtain, manage and process Food Stamp cards for patients twice a month. Explain to patients the reasoning for this process and assist them with filling out the application. Maintain a good working relationship with OHA DHS Self Sufficiency representative to obtain cards in a timely manner and work through process issues.
• Prepare closed patient files to be sent to CODA Records Department. Work closely with ADSTs, Counselors and managers to ensure patient files are sent within a timely manner.
• Provide excellent customer service both in person and over the telephone, being prompt and courteous while delivering accurate and helpful information; facilitate effective connections to other resources and services within CODA where appropriate to prospective clients.
• Open, manage, and close the admit building for the programs, ensuring areas are secured and orderly, with designated materials and signage. Ensure areas remain tidy and welcoming for patients. Seek additional assistance where needed to resolve facility or patient-related issues.
• Manage paper health records, including creating, filing, closing, and ensuring handling of records is compliant with CODA policy and HIPAA regulations.
• Attend scheduled team meetings and trainings.
• Achieve outcomes using methods that align with CODA's mission and values:
  • Communicate accurately and positively about recovery and the use of evidence-based treatments.
  • Use data and science to identify barriers, overcome obstacles, and inform decisions.
  • Be financially responsible; avoid waste, document accurately, seek new opportunities to serve.
  • Demonstrate compassion and respect for others.

SECONDARY RESPONSIBILITIES AND TASKS:

• Provide coverage for other positions on a short-term basis as needed.
• Participate in agency or team-based initiatives and projects as needed.

SUPERVISIVE RESPONSIBILITIES:

This position does not have supervisory responsibilities, but may provide training to less experienced team members.

Qualifications: REQUIRED EDUCATION, EXPERIENCE:

• High School Diploma or GED, with additional education or training in practice management, medical office support, and/or administrative support processes.
• At least 2 years of relevant customer service experience in a similar non-profit and/or health care environment.