Clinical Records & Administrative Support Specialist

Spano Pratt•Wauwatosa, WI

1d•$42,000 - $50,000

About The Position

Lutheran Counseling and Family Services of Wisconsin (LCFS) is seeking a dependable, detail-oriented, and flexible Clinical Records & Administrative Support Specialist to support 19 mental health providers across multiple locations. The role helps ensure that daily clinical office operations run smoothly and efficiently through phone coverage and scheduling, preparation of client charts, review of client financial information, collection of copayments for virtual appointments, and monitoring of Employee Assistance Program (EAP) authorizations. Working as part of a small, collaborative administrative team, the successful candidate will balance competing priorities, maintain accurate records, and assist with varied clerical and administrative tasks. The role requires flexibility, attention to detail, cross-training, confidentiality, professionalism, independent prioritization, and a willingness to support colleagues and changing operational needs.

Requirements

Strong computer, organizational, and communication skills.
Ability to multitask and work effectively in a busy office environment.
Willingness to learn new systems and take on additional administrative responsibilities as needed.
Ability to maintain client confidentiality and follow HIPAA requirements.
Ability to prioritize tasks independently, handle competing demands and frequent interruptions, and maintain accuracy and attention to detail.
Professionalism, sound judgment, a courteous service-oriented approach, and ability to work cooperatively on a small team.

Nice To Haves

Previous experience in a medical, mental health, healthcare, or other administrative office setting.
Experience with electronic scheduling systems and electronic health records (EHRs); Tebra experience is a plus.
Familiarity with health insurance terminology, including copayments, coinsurance, deductibles, and authorizations.

Responsibilities

Assist with appointment scheduling, filling open appointment slots, and managing therapist cancellations to support full provider schedules.
Complete new client intakes as needed.
Perform general clerical and administrative duties to support daily operations.
Provide backup telephone coverage when the primary receptionist is unavailable.
Greet and check in clients when providing front-desk coverage.
Print and review therapist schedules for the following business day; pull, organize, and prepare client charts for upcoming appointments.
Review client financial information in the system of record, including copayments, deductibles, coinsurance, and outstanding balances.
Verify that client insurance and payment information is current and appropriately documented.
Accurately record payment amounts on client charts or designated payment slips.
Collect client copayments for virtual appointments and assist with payment collection through the system.
Identify discrepancies in client financial or insurance information and communicate concerns to the appropriate staff member.
Communicate billing concerns and account issues to the agency's third-party billing company and assist with follow-up as needed.
Review upcoming EAP appointments to verify remaining authorized sessions and track authorization expiration dates.
Identify clients approaching or reaching their authorized session limits and communicate this information to appropriate staff.
Coordinate with the insurance verification employee to obtain additional EAP authorizations when appropriate.
Assist with transitions from EAP benefits to regular insurance coverage when appropriate.
Help address EAP authorization and insurance-related account issues and assist with client payment follow-up as assigned.
Maintain accurate EAP authorization, billing, and payment documentation in the system of record.
Learn essential administrative functions and provide coverage during planned and unplanned employee absences, including vacations, illnesses, and staffing transitions.
Collaborate with administrative team members to ensure continuity of daily operations.
Perform other related administrative responsibilities as assigned.
Maintain client confidentiality and follow HIPAA requirements when handling sensitive information.
Demonstrate professionalism, sound judgment, and a courteous, service-oriented approach when interacting with clients, providers, and colleagues.
Work cooperatively in a small, team-oriented environment and contribute to shared responsibilities.
Independently prioritize daily tasks, manage competing demands, and adapt to changing priorities.
Manage frequent interruptions while maintaining accuracy and attention to detail.
Demonstrate initiative, work independently, and recognize when to seek guidance or assist coworkers.