Administrative Assistant

Multilingual Psychotherapy Centers•West Palm Beach, FL

61d

About The Position

The Administrative Assistant will provide critical administrative support to the Outpatient, TCM, and Admissions departments. This role is responsible for ensuring timely client assignment, efficient waitlist and prior authorization management, accurate documentation, and robust productivity tracking. The position involves managing client assignment flow, waitlist and prior authorization processes, documentation review, caseload and productivity reporting, and customer service duties. The role also includes other department duties as assigned, such as attending training, data entry in Lauris Electronic Medical Records System, and generating correspondence.

Requirements

Minimum of High School or equivalent
5 years of experience in administrative duties
Experience with Lauris Electronic Medical Records System
Experience generating correspondence

Nice To Haves

Associates degree in Business or related field

Responsibilities

Review assignment request forms submitted by providers.
Check the waitlist and authorization validity.
Assign clients and update EMR.
Notify providers of assignment via email.
Add new referrals and transfers to the waitlist.
Monitor weekly waitlist client calls.
Update EMR and waitlist upon assignment, transition, or discharge.
Verify monthly insurance eligibility for all clients in waitlist.
Review and submit authorization request forms based on insurance requirements.
Coordinate additional documentation needed by funding source/insurance.
Enter authorization numbers into request forms and submit to billing/funding source.
Access and use insurer portals.
Audit and export documentation flagged by AI.
Approve or reject documentation as instructed by the quality review team.
Review case transfers forms for completeness.
Generate and distribute weekly reports including caseload, transitions/discharges, productivity, and compliance reports.
Coordinate with quality review team on staff caseload adjustments.
Respond and attend to inquiries from clients/guardians, other agencies/individuals, independent contractors, etc. regarding assignment of cases.
Communicate with other departments, case workers, and various referral sources.
Work in cooperation with other departments within the agency.
Attend and participate in staff development training and workshops.
Enter data as required in Lauris Electronic Medical Records System.
Generate correspondence as required.
Perform other department duties as assigned.