Administrative Support - COS Program

Community Council Health Systems•Philadelphia, PA

2d•Onsite

About The Position

The role of Administrative Support is to greet clients, manage phone calls, schedule appointments, and maintain accurate records in the EHR system. They verify insurance, collect payments, support billing needs, and ensure all required paperwork is completed and organized. They facilitate communication with families and referral sources as permitted, assist clinicians with documentation needs, and help maintain smooth daily clinic operations by tracking attendance and updating consents. They provide professional, trauma-informed customer service while protecting client confidentiality and adhering to all HIPAA and age-related regulations. This position is 100% on-site, Monday-Friday, 9 AM to 5 PM.

Requirements

High School Diploma
Excellent customer service skills
Two years of verified experience in the Health System.
Effective communication skills
Ability to form a trusting relationship with children/adolescents, families, school administration, colleagues, co-workers and other agencies.

Nice To Haves

Previous experience in the re-authorization / packet management processes.
Knowledge of Credible billing system.

Responsibilities

Greet clients, manage phone calls, and schedule appointments.
Maintain accurate records in the EHR system.
Verify insurance and collect payments.
Support billing needs and ensure all required paperwork is completed and organized.
Facilitate communication with families and referral sources as permitted.
Assist clinicians with documentation needs.
Help maintain smooth daily clinic operations by tracking attendance and updating consents.
Provide professional, trauma-informed customer service.
Protect client confidentiality and adhere to all HIPAA and age-related regulations.
Regularly communicate and collaborate with all agency programs who have identified potential consumers in need of mental health services.
Process all referrals for children services.
Run EVS to check eligibility and register the client in Credible, updating the contacts section.
Assist with scheduling intake appointments.
Contact families via telephone and mail regarding evaluation appointments.
Coordinate with program directors and inform them of any scheduled evaluations for consumers within their program.
Coordinate with the transportation department to ensure clients are set for transportation to and from the evaluation.
Ensure consumers are enrolled properly (with updated and current information) in the Credible system.
Schedule evaluations for no-shows and contact the family.
Complete all recommendations CBR/CBE (except outside agencies).
Complete CBH Packets.
Complete weekly late note reports.
Complete monthly credible reports.
Scan treatment plan signature pages.
Resolve all insurance issues by contacting parents.