Administrative Assistant, Part-time, The Institute for Community Mental Health (ICMH)-Clinic

University of Delaware•Newark, DE

9d•Onsite

About The Position

The Institute for Community Mental Health (ICMH) – Clinic is seeking a responsible, motivated part-time Administrative Assistant. Under the general direction of the Director of the ICMH-Clinic, the Administrative Assistant will support business and communication aspects of the clinical services.

Requirements

Bachelor’s degree and three years of related administrative support experience or equivalent combination of education and experience preferred.
Experience in medical office procedures is also preferred.
Experience in data collection, which includes collecting, compiling, and maintaining data from multiple sources such as files, records, databases, and staff.
Experience in obtaining administrative and financial information for which an administrator may base decisions for making recommendations.
Knowledge of creating reports which includes combining and presenting data from multiple sources in an organized format.
Strong analytical and technical skills, including the use of financial management systems, spreadsheets, word-processing, database management, and presentation software programs.
Demonstrated ability to work independently and as part of a team environment.
Strong organizational and time management skills, and ability to handle multiple tasks.
Strong attention to detail.
Demonstrated communication and interpersonal skills.
Demonstrated understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.

Responsibilities

Maintain, audit, and reconcile financial records for the ICMH-Clinic.
Gather administrative and financial information that the ICMH-Clinic Director and/or the ICMH Executive Director may need for decision making purposes.
Conduct special analyses related to the ICMH-Clinic operations; make recommendations to the Director and Executive Director.
Keep the ICMH-Clinic Director and ICMH Executive Director apprised of issues.
Follow up and track workflow and resolve problems relating to procedures and deadlines.
Assist the ICMH-Clinic Director with scheduling processes related to providers, students, and client appointments, including room assignments and maintenance of calendar system integrity across the EHR and Google Calendar.
Coordinate clinic coverage when providers are away from the clinic. This includes either rescheduling patient appointments or finding alternate providers to cover patient treatment and student supervision.
Conduct initial phone intake with prospective clients, including completing the Initial Contact Form in the electronic health record and administering the screeners.
Manage the clinic waitlist in coordination with the ICMH-Clinic Director; prepare cases for assignment based on clinician availability and training needs.
Send appointment reminders to clients and manage follow-up for missed or cancelled appointments.
Send pre-intake consent and fee agreement forms to clients and verify completion prior to the intake appointment.
Verify insurance eligibility before intake and on an ongoing basis.
Assist the ICMH-Clinic Director with tracking of insurance authorizations and plans of care; follow up with outside providers to obtain necessary signatures.
File and pursue pre-authorization requests; track active authorizations and initiate renewals for those expiring within 30 days.
Track insurance claim submissions and follow up on denied or pending claims; document denial reasons and coordinate appeals within payer-specific deadlines.
Review and process financial assistance and sliding scale applications; document determinations in the EHR; approve prompt-pay discount adjustments in accordance with clinic policy.
Monitor EHR for unsigned or overdue progress notes; notify clinicians of documentation deadlines and copy supervisors when notes exceed 72 hours past due.
Check clinic voicemail daily; return calls or route messages to the appropriate clinician or supervisor.
Prepare and respond to medical record requests within timeframes required by HIPAA and applicable compliance standards.
Coordinate all outside scheduling for outreach events such as wellness fairs.
Coordinate access provisioning and deprovisioning for EHR, VALT, and related systems each semester in coordination with CHS IT; process requests for incoming and departing students and providers.
Verify VALT session recordings are properly saved and labeled as needed; manage annual VALT recording deletion in accordance with compliance requirements.
Coordinate planned client terminations and transfers when clinicians are departing or rotating off at semester end; ensure all termination documentation is completed, co-signed, and uploaded to the EHR.
Generate end-of-semester billing and caseload summary reports.
Manage and schedule orientation of new employees and trainees to the ICMH-Clinic.
Assist the ICMH-Clinic Director with HR related requirements for onboarding, offboarding, and record keeping, including IT, computer, and EHR access.
Track providers' time off and assist the ICMH-Clinic Director with vacation approvals and denials; update all relevant systems accordingly, including Workforce, EHR, and Google Calendar.
Assist providers with correct documentation and assignments in Concur.
Maintain inventory of ICMH-Clinic equipment; audit quality of current equipment for maintenance and replacement.
Track and run reports of expenditures related to equipment purchases.
Work with equipment vendors to ensure that orders are placed accurately and equipment is received in a timely manner.
Work with vendors for timely equipment repairs.
Schedule annual equipment inspections and follow up on identified problems.
Assist the ICMH-Clinic Director with special projects pertinent to the clinic that may involve knowledge of Microsoft Word, Excel, Concur, and PowerPoint.
Perform other duties as assigned.