Admissions Administrative Assistant

ODYSSEY BEHAVIORAL GROUP•Orlando, FL

19h•Onsite

About The Position

The Admissions Administrative Assistant is responsible for supporting efficient and effective admissions and records processes for the Admissions team. This position plays a key role in managing client admissions by organizing records, tracking documentation, ensuring compliance with privacy regulations, and supporting communication and administrative tasks to facilitate a smooth intake process. Within the organization, this role maintains frequent and close working relationships with admissions, operations, and clinical team members. Outside the organization, it initiates and maintains working relationships with clients and families, clinical providers, referral partners, and vendors as needed and directed.

Requirements

High school diploma or equivalent
Minimum of one year of administrative experience
Demonstrates strong problem solving and analytical skills
Demonstrates excellent organizational and time management skills
Demonstrates excellent verbal and written communication skills
Fosters teamwork, a positive work environment, and demonstrates collaborative skills working with a variety of groups
Performs duties independently, responsibly, with an elevated level of integrity, and the ability to exercise sound judgment and discretion
Demonstrates knowledge of Release of Information and client documentation processes
Demonstrates strong customer service skills
Proficient with computer software applications including Microsoft Outlook, Word, and use of standard office equipment
Demonstrates alignment with and commitment to the Company’s mission, vision, values, and treatment philosophy

Nice To Haves

Bachelor’s degree or equivalent
Administrative experience within a healthcare, behavioral healthcare, or client services setting
Experience working with EMR/EHR systems or document management platforms
Knowledge of HIPAA or other relevant privacy regulations
Bilingual in Spanish

Responsibilities

Obtains and organizes client records in accordance with company policies and confidentiality standards.
Requests and tracks Release of Information (ROI) forms from clients or external providers.
Accurately completes financial documentation related to client admissions.
Prepares and sends templated email communications regarding scheduled admissions.
Maintains accurate and up-to-date records in both digital and/or paper filing systems.
Communicates with admissions coordinators/internal staff, providers, and if necessary, the client/loved ones to gather required documentation.
Follows up timely on outstanding documentation and maintains tracking logs as needed.
Ensures compliance with privacy regulations (e.g., HIPAA, etc.).
Assists with general administrative tasks to support admissions and operations.
Functions within the guidelines of the company’s Code of Ethics and in accordance with corporate compliance.
Adheres to company policies, procedures, rules, and regulations, implementing regularly.
Attends and completes all training within assigned time frames as required.
Writes clearly, informatively, and effectively.
Performs other duties as assigned