Administrative Support Clerk

Wellmore Behavioral Health•Waterbury, CT

6d•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 and responsibilities essential for office operations, including opening and closing the office. The position requires flexibility in terms of location and hours.

Requirements

Detail-oriented.
Proficiency in Windows and Microsoft programs (including Excel).
Proficiency in 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.
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 the 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.
Regularly required to walk and talk or hear.
Frequently required to stand; sit; use hands to finger, handle, or feel; and reach with hands and arms.
Specific vision abilities required include close vision, distance vision, depth perception, and ability to adjust focus.

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 agency information, including address and directions.
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 roster changes to clinical staff.
Gather demographic, clinical, and insurance information for registration and coverage verification.
Assist clients with basic information on obtaining services like transportation and insurance coverage.
Assist clients in completing Authorizations to Release and/or Obtain Information from external entities.
Monitor insurance authorizations to ensure reimbursement for services, prompt clinical staff about expiring authorizations, and collect/submit additional authorizations.
Maintain databases of insurance authorizations and communicate with billing, clinicians, and supervisors regarding authorization status.
Collect and administer urinalysis, oral swabs, and breathalyzer tests as per agency protocol, notifying clinicians and entering results into the client record.
Work collaboratively with referral sources to ascertain referral appropriateness.
Collect and post payments for services, reconciling and submitting them to the Wellmore Business Office daily.
Perform clerical duties such as data entry, photocopying, monitoring and sorting faxes, and tracking/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.