ICD Administrative Assistant

Community Youth Services•Olympia, WA

17h•Onsite

About The Position

Community Youth Services is recruiting for an ICD Administrative Assistant to serve as the first point of contact for behavioral health programs and provide essential administrative support. Responsibilities include maintaining clinic workflows, managing appointment schedules, addressing inquiries, processing referrals through enrollment, and organizing confidential client information. The role involves documentation management, customer service, Medicaid billing, and supporting the Electronic Health Record (EHR). Additionally, the assistant helps ICD staff with administrative requests, collaborates on problem-solving tasks, and ensures contractual requirements are met. This position plays a vital role in maintaining efficient operations and supporting the success of the Integrated Counseling Division. This position is more than a job; it’s a chance to support, enrich lives and make a difference.

Requirements

Education and administrative experience must equal a minimum of three years
If education is used to meet this requirement, degree/courses must be in a business or related field
Ability to efficiently and successfully navigate multiple computer programs, including but not limited to Microsoft Outlook, Word, Excel, etc.
Proficiency in working within an Electronic Health Record
Experience working independently
Proficiency in typing, grammar, data entry, office machines, basic math, and general office procedures
Ability to handle confidential materials professionally
Experience with data entry and medical billing
Excellent organizational skills
Ability to interact with participants utilizing a Positive Youth Development Approach and effectively professionally manage conflict
Successfully clear a thorough background check with no history of causing harm, particularly to children or vulnerable adults
Maintain a clean criminal record, demonstrating professional and personal integrity
Hold a valid Washington State Driver's License with at least five years of driving experience and a good driving record for the past three years
Provide proof of auto insurance with coverage of $100,000 or more
Show cultural sensitivity and the ability to respond to the diverse needs of the organization’s community
Acquire CPR/1st Aid/Bloodborne Pathogen certification within 30 days of employment (required before starting some positions)
Possess strong interpersonal skills and the ability to collaborate effectively within a team

Responsibilities

Serve as the first point of contact for behavioral health programs
Provide essential administrative support
Maintain clinic workflows
Manage appointment schedules
Address inquiries
Process referrals through enrollment
Organize confidential client information
Manage documentation
Provide customer service
Handle Medicaid billing
Support the Electronic Health Record (EHR)
Help ICD staff with administrative requests
Collaborate on problem-solving tasks
Ensure contractual requirements are met
Act as the first point of contact for program inquiries, referrals, and enrollments
Process and coordinate referrals, ensuring compliance with legal, state, and funder requirements
Screen potential clients for eligibility
Collect sensitive information
Maintain accurate, confidential medical records
Verify client identity and insurance benefits regularly
Schedule, cancel, or reschedule appointments based on staff and client availability
Coordinate requests and receipt of confidential records from external agencies
Support program compliance by managing notifications, entering client information in state systems, and meeting reporting deadlines
Ensure a safe and welcoming environment for clients and families
Address sensitive disclosures and relay information to appropriate parties
Facilitate external referrals while maintaining strict confidentiality and compliance with legal requirements
Coordinate client enrollment paperwork
Address consent form concerns
Provide information on rights and resources
Arrange accessibility accommodations
Resolve health insurance issues to support client services
Manage referral-to-intake processes, including scheduling first appointments
Facilitate care transfers between inpatient facilities and WISe programs in compliance with confidentiality laws
Support client engagement by enabling access to quality assurance surveys post-discharge