Administrative Assistant - Mental Health Program Bilingual English/Spanish

Family Building Blocks

1d • Onsite

About The Position

Family Building Blocks is seeking a bilingual (English/Spanish) Mental Health Program Assistant. This full-time position typically works Monday–Friday, 8:00 AM–5:00 PM. As a Mental Health Program Assistant, you will provide essential administrative support to our Mental Health Program, helping ensure that families receive high-quality, compassionate services. As our Mental Health Program Assistant, you will provide a welcoming environment to our children, individuals, families, and visitors that strongly aligns with FBB's Mission and Core Values. As our friendly, courteous, and professional Mental Health Program Assistant, you will be the first point of contact for patients, clients, and all others who visit our clinic. You will check patients in for appointments, accurately record insurance information, and verify patient demographic information in the EHR (Electronic Health Record) software. You will prepare and process all required forms and paperwork according to established clinic procedures. Additionally, you will provide phone support and coverage for our office as needed. You will monitor insurance billing for clients to ensure accurate and timely processing of billing encounters for services assigned by the Manager. High attention to detail is required as you review client insurance information, correct, and update patient accounts, and apply appropriate ICD-10 and CPT codes. You will also collaborate with outside agencies to coordinate patient referrals, ensuring our patients experience excellent and efficient care. Are you passionate about improving the lives of others through therapy? Do you have strong communication skills? Are you organized and able to balance a varied caseload? Can you work effectively with people of diverse cultures, ages, and economic backgrounds? If so, you may be the bilingual Mental Health Program Assistant we're looking for!

Requirements

• High School Diploma or GED, Associate's degree preferred.
• Two years of progressively responsible experience providing administrative level support in a professional setting or a combination of education, training, and experience.
• Direct experience providing customer service to internal and external customers.
• Bilingual English/Spanish
• Ability to contribute to a positive and professional atmosphere at FBB and promote caring, calm, and respectful interactions with families, children, volunteers, interns, and staff of Family Building Blocks.
• Possess strong organizational, time management, and recordkeeping skills.
• Must be dependable, punctual, attentive to detail, able to prioritize and handle multiple, concurrent projects or assignments, and meet deadlines despite frequent interruptions are required.
• Take the initiative, self-motivated, and is proactive.
• Ability to problem solve and remain calm during intense or emotionally heighten situations.
• Contribute to a positive and professional atmosphere at Family Building Blocks and promote caring, calm and respectful interactions with families, children, volunteers, interns, and staff of Family Building Blocks.
• Supports multiculturalism by treating all people with dignity and respect and not engaging in discriminatory behavior.
• Strong commitment to Family Building Blocks mission and values serving children and families as well as staff.
• Must maintain discretion and respect the confidentiality of information about enrolled families, personnel issues, and other program operations.
• Culturally responsive with the ability to build trusting relationships with families.
• Must successfully pass Oregon Early Learning Division Background Registry.
• An employer-paid pre-employment drug test is required.

Nice To Haves

• Associate's degree

Responsibilities

• Welcome visitors, families, and clients in a warm and friendly manner.
• Answer and direct phone calls, respond to inquiries in a polite and timely manner.
• Keep detailed and accurate records of visitor requests and of calls received.
• Maintain reception area and all common areas.
• Manages inventory of supplies and restock as needed. Receives deliveries; sort and distribute incoming mail.
• Uploads hard copies of client files into the EHR.
• Provides confidential administrative services to the Mental Health Program.
• Receives and processes referrals.
• Provides intake paperwork to clients, assists in completing forms, reviews for completeness, processes, and creates client charts in the EHR.
• Receives and verifies insurance information.
• Coordinates with individuals to schedule appointments.
• Informs MH Clinicians of impending appointments and cancelations.
• Calls to remind individuals of upcoming scheduled appointments/sends reminder emails and rescheduling.
• Review health care coding and work with clinical staff to ensure accurate and complete billing meets the payers billing requirements.
• Prepare and submit comprehensive billing and related support for Oregon Health Plan.
• Evaluates billing documents to determine charges, accuracy, and completeness with applicable rules and regulations.
• Resolve all types of billing issues and differences between billed receivables and payments received.
• Assist Accounting when necessary to reconcile accounts receivable to the billing system.
• Perform chart audits to verify all information is uploaded and documented correctly for reimbursement from insurance companies.
• Interacts with all children, families, individuals, staff, interns, and community in a respectful and kind approach at all times.
• Develops and maintains respectful, cooperative professional relationships that contribute to the delivery of FBB services.
• Attends in-service training to improve skills and knowledge of related projects.
• Attends and participates in relevant staff meetings.
• Other related duties as assigned.

Benefits

• Employer-paid benefits, including medical, dental, vision, and basic life insurance (with optional buy-ups)
• Wellness benefits, including discounted gym memberships and alternative care coverage (Chiropractic, Acupuncture, Massage Therapy & Naturopathic)
• 401(k) with 4% employer match
• 192 hours of PTO annually
• Additional personal time off
• Inclement weather time
• 11 paid holidays
• Discounted Verizon and T-Mobile cell phone plans

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 11-50 employees