Trauma-Informed Administrative Support Specialist

Heartland Family Service; Council Bluffs (IA); On-site; USD 32,000 - 42,000; Full time

Job summary

Heartland Family Service in Council Bluffs, IA is seeking a detail-oriented administrative professional to support intake, reception, and client services in a fast-paced environment.

You will manage scheduling, maintain client records in the EHR, assist with insurance documentation, and coordinate with the Intake Department to screen and refer clients to appropriate programs while upholding privacy and accuracy standards.

Qualifications

• Associate’s Degree preferred; but not required.
• Two years experience.
• Proficiency in basic office skills and personal computer skills.
• Able to work one or two evenings per week.

Responsibilities

• Collaborate closely with the Intake Department to assist with screening and intake procedures for all incoming clients and telephone inquiries.
• Provides support to clients and Office Manager during office’s Open Access time.
• Accurately enter and maintain client demographic and intake information within the agency's Electronic Health Record (EHR) system.
• Refer callers and clients to appropriate HFS programs and services, explain agency policies and procedures, and provide assistance with crisis intervention and community resource referrals as appropriate.
• Manage and maintain confidential client health records, including uploading documentation, processing record transfers, and responding to requests for information in accordance with agency policies and applicable privacy regulations.
• Schedules client appointments within Iowa Behavioral Health and checks clients in to their appointments.
• Collect client insurance and payment information, complete insurance pre-authorization processes, explain and manage sliding fee scale documentation, process client payments, and perform monthly Medicaid eligibility verification for the agency's client roster.
• Perform daily office closing procedures, ensuring the reception area and workspaces are organized, secure, and fully prepared for the following business day's operations and scheduled client activities.
• Perform front desk reception duties, including accurately taking messages, providing directions to clients and the general public, and assisting visitors, clients, and staff with inquiries in a professional and timely manner. Respond to fax, email, and voicemail communications as appropriate.
• Provide general clerical and administrative support, including typing, filing, document preparation, and assistance with non-behavioral health programs as needed.*Is punctual and dependable. Maintains clean and organized reception area and performs opening and/or closing duties.
• Displays a courteous and caring attitude at all times to the clientele, volunteers, and visitors of the agency.
• Cooperates and collaborates with program area staff, volunteers, and other agency staff.
• Abides by all specific program and agency procedures, policies, and requirements.
• Develops personal and program related skills through participation in internal and external training opportunities including printed material and audio and/or visual media.
• Responsible for grant data entry and coordination with external and internal staff.
• Creates, maintains and shares as appropriate a dynamic self-care plan.
• Strives to make connections between the agency and the larger community whenever possible in order to contribute to the agency’s ongoing fundraising and friend-raising efforts.
• * Essential functions of this job are to be performed on company physical work site

Skills

Two years experience

Office software proficiency

Customer service oriented

Education

Associate’s Degree preferred; but not required

Job description

Heartland Family Service in Council Bluffs, IA is seeking a detail-oriented administrative professional to support intake, reception, and client services in a fast-paced environment.

You will manage scheduling, maintain client records in the EHR, assist with insurance documentation, and coordinate with the Intake Department to screen and refer clients to appropriate programs while upholding privacy and accuracy standards.