Centralized Administrative Assistant

WellPower - Administrative•Denver, CO

2d•Hybrid

About The Position

WellPower envisions a community where every person’s mental health is fostered through strength, resilience and hope. We empower people to overcome barriers and achieve lasting well-being through collaborative behavioral health care and comprehensive support. Our Guiding Principles: Person Centered. We honor people’s identities, lived experience and journeys and treat every person with the dignity we all deserve. Exceptional Care. We offer compassionate, innovative services that meet people where they are, from immediate support to long-term recovery. Integrity. We operate from a deep foundation of ethical, accountable practices in all we do. Organizational Resilience. We meet the moment and adapt to changing contexts with collaborative creativity, agile business processes, and financial stewardship. Position Summary: Provide courteous and professional customer service to the people we serve, staff, and visitors. Provide front and back office clerical services including but not limited to: maintaining schedules, providing admissions support, check-in consumers, insurance verification, assisting consumers with insurance and eligibility based questions, answer phones, outreaching consumers for check-ins and/or insurance verification, answer emails, maintain documents and spreadsheets, track data, mail distribution, records maintenance, and general administrative support to all teams at a site. Assist staff, managers, and/or other supervisors as assigned.

Requirements

EDUCATION: High School Diploma or equivalent
EXPERIENCE REQUIREMENTS: A minimum of two years’ experience as a(n): Administrative Assistant, Patient Service Representative, Insurance Coordinator plus the ability to type 60 wpm are required. Work experience at a health clinic or mental health organization is preferred.
Or
EDUCATION: Bachelor’s degree
EXPERIENCE REQUIREMENTS: a minimum of 2 years working as a mental health clinician and the ability to type 60 wpm required.

Nice To Haves

Work experience at a health clinic or mental health organization is preferred.

Responsibilities

Serve as the first point of contact for consumers, creating a welcoming and trauma-informed environment
Ensure front desk and lobby are aesthetically pleasing, safe, and friendly for all guests.
Receive and screen clinic telephone communications ensuring callers are directed to the appropriate destination in a timely fashion
Apply situational awareness and appropriate techniques to handle situations before they escalate
Maintain online calendars, monitor and respond to multiple Microsoft Teams Channels, and fulfill email requests from staff and external agencies
Manage daily operations of the front desk including accurate scheduling, confirming appointments, checking in people we serve, verifying demographics, insurance verification/eligibility, collecting payments/copays, and other administrative tasks
Maintain accurate records of insurance verification, eligibility confirmations and co-pays collected
Maintain each consumer’s HIPAA rights, and other protections of confidentiality and privacy
Organize, compose, and produce letters, memoranda, reports, and other documents, ensuring grammar, spelling, and punctuation are correct. Compose routine correspondence. Generate and submit necessary reports.
Maintain appropriate boundaries that avoid creating dual relationships.
Update training documents and assist with on-site training and shadowing for new Administrative Assistants.
Replace toner and paper in equipment. Copy/scan/fax information as required.
Sort and distribute incoming mail and prepare outgoing mail.
Arrange transportation authorizations and transportation for dependent clients.
Attend meetings as assigned.
Read, understand, and excel in procedures for maintaining consistent standards of the paper and electronic medical record (EMR), which is outlined in the HISM manual and in any updates.
Complete requests for information from both clinical and administrative staff.
Follow organizational and departmental procedures, rules and guidelines.
Execute all benchmarks and deliverables assigned.
Assist multiple front desks to best fit building needs and provide administrative support to entire staff at a site.
Provide break and lunch coverage to other administrative staff as needed.
In Front Office Managers absence, provide for coordination of clinic needs and program. Perform a variety of administrative duties to ensure smooth running of the clinic.
Maintain attendance with minimal callouts and tardiness.
Perform other duties and projects as assigned.