Administrative Support Clerk

Wellmore Behavioral Health • Waterbury, CT

9d • Hybrid

About The Position

The Administrative Support Clerk is a critical position within the department's organization, often serving as the first point of contact for potential customers or clients. This role involves a variety of tasks essential for keeping the office operational, including opening and closing procedures. The position requires flexibility in terms of location and hours.

Requirements

• Detail-oriented.
• Proficiency in Windows and Microsoft programs (including Excel), electronic health records (EHR), and other systems, with the ability to quickly learn and accurately maintain agency-specific electronic files.
• Willingness and ability to adapt to new situations and challenges.
• Consistently maintain a pleasant, professional attitude.
• Ability to exercise exceptional judgment and meet high standards of customer service.
• Exhibit initiative and accept accountability for tasks.
• Ability and willingness to work a flexible schedule, including coverage during vacations, illness, and evening hours as needed.
• Ability to travel to and work in different locations to cover satellite offices.
• Fluent in English.
• Minimum of a High School diploma or General Education Degree (GED).
• Minimum of two years of experience and demonstrated success in a similar office environment position.
• Computer competency required.
• Knowledge of clinical/medical office environment required.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of organization.
• Ability to effectively present information in one-on-one and small group situations.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.
• Ability to accurately count and reconcile using units of American money.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to apply common sense understanding to carry out detailed instructions.
• Ability to anticipate and articulate concerns regarding potential areas of inaccuracy.

Nice To Haves

• Bilingual Spanish preferred.

Responsibilities

• Develop and maintain positive working relationships with supervisor, coworkers, the administrative team, clients, community resources, and external referral sources.
• Deliver exceptional customer service at all times.
• Welcome on-site visitors, determine the nature of their business, and announce them to appropriate personnel. Answer questions about the organization and direct inquiries as needed.
• Monitor visitor access and issue clinic passes.
• Facilitate connections between clients/guests and agency staff for intake, emergency assessment, or other services.
• Enter and maintain client information in computer databases and client files, including admission data, insurance benefit verification, scheduling, group management, and data tracking.
• Answer incoming calls following agency protocols, assist callers, and provide address, directions, and agency information.
• Maintain the department's group appointments and post daily schedules, including managing Medical/Psychiatric appointments.
• Check in clients for appointments, Open Access, groups, or other scheduled activities. Check out clients through the system as appropriate.
• Print daily group rosters, edit them upon completion, and communicate effectively with clinical staff regarding roster changes.
• Gather demographic, clinical, and insurance information for registration into the agency system and verify coverage.
• Assist clients with basic information on obtaining services such as transportation and insurance coverage.
• Assist clients in understanding and completing Authorizations to Release and/or Obtain Information from external entities.
• Monitor insurance authorizations to ensure reimbursement for services, prompt clinical staff about low or expiring authorizations, collect and submit additional authorizations, and verify benefits daily.
• Maintain databases of insurance authorizations and communicate with billing, clinicians, and supervisors to update authorization status.
• Collect and administer urinalysis, oral swabs, and breathalyzer tests as per agency protocol, notifying primary clinicians of results and entering them into the client record.
• Work collaboratively with referral sources to ascertain the appropriateness of referrals.
• Collect payments for services, post them as required, and reconcile and submit payments to the Wellmore Business Office daily.
• Perform clerical duties such as data entry, photocopying, monitoring and sorting incoming faxes, and tracking and requesting supplies.
• Respond to emails and other internal requests in a timely manner.
• Abide by the Code of Ethics and Laws of Confidentiality.
• Demonstrate a caring, compassionate attitude toward clients, families, and colleagues, supporting the agency's approach to quality care.
• Complete other duties as assigned.

Benefits

• Attendance at required in-service training and continuing education as recommended by supervisor.
• Must consistently deliver exceptional customer service at all times.
• Must consistently attend, be prepared for and meaningfully participate in individual supervision and team meetings.
• Must maintain a satisfactory performance evaluation.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED