Administrative Specialist

Job Description

Job Description

Description:

Are you looking to join a company that makes a difference? Do you want to be part of an organization with a commitment to an inclusive and supportive culture? Do you enjoy company-wide staff events with opportunities for team building and getting to know your co-workers? Join our team of compassionate, empathetic, and dedicated staff!

With a career at Riveon Mental Health and Recovery, you’ll partner with a talented group of individuals in a team atmosphere, including a supportive and knowledgeable leadership team. You’ll also have access to a wealth of opportunities for your personal growth and development.

We value our team members and provide an excellent total rewards package of benefits and perks designed to be customizable to your specific needs.

Our Total Rewards Package – What We Offer :

• Inclusive Culture with a Team Atmosphere
• Collaborative environment dedicated to clinical excellence
• Company-Wide All Staff Events - have fun while Teambuilding
• Wellness Programs and Activities
• Up to 41 days off per year (32 days of paid time off plus 9 paid holidays)
• Paid Bereavement Leave
• Paid Jury Duty Time
• Parental Leave
• Company Supported Continuing Education & Certification
• PPO & HDHP Health Plan Options
• Flexible Dental & Vision Plan Options
• Company funded Health Savings Account
• Company-Sponsored FSA and DSA Tax Savings Accounts
• 100% Company Paid EAP Emotional Well-Being Support
• Added Value Benefits including:
  • Critical Illness Plans for Employee and Family
  • Accident Plans for Employee and Family
  • Identity Theft Plans for Employee and Family
  • Pet Insurance
  • Whole and Term Voluntary Life Plans for Employee and Family
  • Voluntary AD&D Plans for Employee and Family
• 403(b) Retirement Plan with Company Match
• Access to Personal Financial Advisor
• Generous Team Member Referral Bonus Program
• License and Certification Reimbursement
• License Testing Fee Reimbursement
• Annual Tuition Reimbursement
• Travel Expense Reimbursement
• On-Site Pharmacy
• Casual Dress Code
• Shift Differentials and On-Call Stipends
• Stipend for Bilingual, Spanish-Speaking

POSITION PURPOSE AND OBJECTIVES

The primary function of this position is to provide executive and confidential administrative support to the Riveon ACT Team. This position works closely with clinical personnel to perform a variety of administrative duties exercising discretion and judgment within the framework of established procedures. Must have an understanding of how daily responsibilities support and maintain larger systems within the organization.

ESSENTIAL JOB FUNCTIONS

Provides administrative support to the assigned team. Compiles various reports on a daily, weekly, and monthly basis. Maintains and updates program logs, organizational boards, calendars, and schedules. Maintains various spreadsheets.

• Actively works with ACT Medical personnel on scheduling clients to maximize daily encounters.
• Attends team meetings as needed to track encounters daily and weekly to ensure Medicaid billing is maximized and encounter goals are met. Records minutes and completes documentation as needed for coordination of care.
• Ensures that accurate, updated information is entered into the EHR (Electronic Health Record). Assists team with data entry and maintenance of client records. Communicates client information (eligibility, insurance, etc.) to the team.
• Audits chart to ensure all documentation is complete for monthly billing. Works with the Billing department to ensure that billing is accurate and submitted in a timely manner. Provides administrative support in communicating with insurance providers, ensuring that documentation is transmitted for service authorization.
• Submits prior authorizations in a timely fashion to insurance providers as needed.
• Tracks the ACT client roster for admissions and discharges, ongoing statistics for the Fidelity Review, and required data for CEBP. Assists with the gathering of data, completion, and submission of required reports.
• Obtains reports as necessary (i.e. Productivity, Long Time No See, Fail to Keep, Caseload Count).
• Coordinates trainings and meetings. Assists in arranging trainings and conducting special projects.
• Manages multiple priorities, simultaneously while meeting deadlines and goals in a timely manner.
• Assist with maintaining office policies and procedures within scope of job responsibility.
• Orders office supplies and places Maintenance or IT requests as needed.
• Has / maintains a good on-time and attendance record.
• All other duties or projects as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

In order to perform the essential functions of this job, after an orientation period, the employee must possess the following: a working knowledge of Riveon Mental Health and Recovery Policy and Procedures, including sensitivity and adherence to clients’ rights, confidentiality, and health and safety issues. Must exhibit sensitivity to different cultures. Must be able to work independently and handle confidential material discreetly. In addition, the employee must be able to interface with other departments within the center.

WORKING CONDITIONS

Almost all time is spent in an office environment. The employee will be required to sit for extended periods and will spend a portion of their time on the telephone. Must be able to bend, stoop, walk and lift and push minimal loads at various times. A considerable amount of time will also be spent working on a computer so the employee should have close vision ability.

REQUIREMENTS/QUALIFICATIONS

• Associate Degree in a related field is preferred. At least three years of professional office experience is preferred.
• Must be able to work directly with medical/clinical staff and provide assistance as needed.
• Must possess excellent interpersonal skills with a high level of oral and written communication skills.
• Must be able to read and interpret written information. Typing and excellent computer skills along with a strong foundation in Microsoft Office including Outlook, Word, Excel, Teams and the use of data bases required.
• Must be able to identify and resolve problems with the assistance of the Supervisor in a timely manner.
• Must be able to make timely decisions, prioritize and plan work activities and react well under pressure.
• Must be able to deal with frequent change, delays, and/or unexpected events. Must possess the ability to learn new software applications and programs.
• Experience with EHR (Electronic Health Records) preferred.
• Favorable references and/or evaluations are required.
• Bi-lingual (English/Spanish speaking) a plus.