Clinical Assistant - Rapid Access

Hampton-Newport News Community Services Board•Hampton, VA

About The Position

Are you passionate about helping individuals access timely mental health and substance use services? We are seeking a Clinical Assistant to support our Rapid Access program, where individuals can walk in without an appointment and receive same-day registration and a clinical assessment. This role is essential in ensuring clients are efficiently connected to the services they need and that clinical documentation meets organizational and payer requirements. As a Clinical Assistant, you will collaborate with clinicians and administrative staff to support the assessment process, monitor clinical documentation, and assist clients through intake and scheduling. This position plays a key role in improving client engagement, reducing barriers to treatment, and maintaining high standards of compliance and care. WHO WE ARE Since 1971, the Hampton-Newport News Community Services Board has provided a comprehensive continuum of high-quality, essential, and community-based services to citizens of the Peninsula who are living with mental illness, developmental disabilities, and substance use disorders. YOUR DAY-TO-DAY AS A CLINICAL ASSISTANT FOR RAPID ACCESS A typical day as a Clinical Assistant for our Rapid Access program involves supporting both clients and clinicians through the Rapid Access walk-in process. You complete initial intake and orientation for individuals entering services, reopen records for returning clients, and ensure all required documentation is accurate, complete, and compliant with organizational, regulatory, and managed care standards. Throughout the day, you review and monitor clinical documentation, assist clinicians with documentation processes, and support quality improvement efforts. You also complete pre-registrations, gather demographic and behavioral health histories, help coordinate assessments with the appropriate clinician, and schedule intake and follow-up appointments. In addition, you send and track Requests for Information to obtain outside treatment records and ensure they are properly secured within the agency's medical records. The role also includes screening incoming calls, referring individuals to appropriate internal programs or outside agencies, helping clients understand insurance coverage, reducing barriers to attending appointments, maintaining accurate records and scheduling systems, and ensuring all client interactions remain confidential and compliant with HIPAA standards.

Requirements

Bachelor's degree in Human Services and six (6) months of experience working with clinical documentation.
Associates degree in a medical specialty, Human Services, or Business and one (1) year experience in working with clinical documentation.
Three (3) years of specialized work experience.
The selected candidate must successfully pass a criminal history fingerprint background investigation, DMV record check, Child Registry search, drug screening test and employment reference checks.

Responsibilities

Complete initial intake and orientation for individuals entering services
Reopen records for returning clients
Ensure all required documentation is accurate, complete, and compliant with organizational, regulatory, and managed care standards
Review and monitor clinical documentation
Assist clinicians with documentation processes
Support quality improvement efforts
Complete pre-registrations
Gather demographic and behavioral health histories
Help coordinate assessments with the appropriate clinician
Schedule intake and follow-up appointments
Send and track Requests for Information to obtain outside treatment records and ensure they are properly secured within the agency's medical records
Screen incoming calls
Refer individuals to appropriate internal programs or outside agencies
Help clients understand insurance coverage
Reduce barriers to attending appointments
Maintain accurate records and scheduling systems
Ensure all client interactions remain confidential and compliant with HIPAA standards