Office Assistant

Centennial Mental Health Center Incorporated•Fort Morgan, CO

11d•$16 - $19

About The Position

The Office Assistant provides proactive operational support to clients and others by phone and in person. The role fosters client- and family-centered care, service, quality, safety, and positive client and employee experiences. As a primary entry point to Centennial services, the Office Assistant helps clients, family members, and prospective clients access care and represents the organization with a welcoming and efficient presence. Responsibilities vary by tier. Tier 1 staff assist with check-in and check-out, appointment scheduling and confirmation, client questions, insurance and demographic verification, payments and cash reconciliation, administrative support, and specimen collection for Substance Use Monitoring Services in accordance with organizational policies and training requirements. Tier 2 staff perform these duties plus triage and direct calls, support sliding-fee applications, cover check-in across service lines, and handle fax, mail, supplies, document scanning, and compliance or productivity reports. Tier 3 staff perform Tier 1 and Tier 2 duties and also support training and onboarding, provide regional front-desk coverage, assist with competency evaluations and audits, help coordinate schedules and coverage, support facility inspections and shared-space scheduling, assist with deposits and records releases, and take on additional service-line duties as assigned.

Requirements

High school diploma or GED.
Must obtain QMAP Certification within 90 days of hire.
Ability to prioritize work and manage time effectively and independently.
Intermediate use of Microsoft Word, Excel, and Outlook.
Ability to communicate professionally in person and by phone.
Understanding of electronic systems.
Ability to adjust to new situations encountered daily.
Ability to maintain constructive working relationships with employees at all levels.
Ability to manage multiple tasks and duties simultaneously.
Demonstrates positive interactions, enthusiasm toward work and the organization’s mission, a professional image, maturity, and a positive attitude.
Genuine interest in Centennial’s mission and willingness to serve vulnerable populations with compassion and empathy in decision-making and customer service.

Nice To Haves

Previous experience with an electronic health record (EHR) is preferable.
Two or more years of experience working in a public office setting is preferred.

Responsibilities

Arrive punctually, attend work with minimal absences, advise managers remotely or in person as needed, and accurately record time worked.
Work independently and as part of a team, communicating professionally with internal and external customers.
Greet clients in person and by phone and assist clients calling or visiting the clinic.
Complete client check-in and check-out, monitor the waiting area, address basic needs and questions, and record arrival times.
Confirm and schedule appointments according to protocols and direct clients to Billing for financial-account assistance.
Educate clients about the care-team structure, rights and responsibilities, and missed-appointment and late-arrival policies.
Collect specimens for Substance Use Monitoring Services in accordance with organizational policies and required training.
Provide facility administrative support, verify provider schedules, print daily pre-visit reports, and respond to requests from clinics, departments, and partner organizations.
Process self or family referrals received by phone or walk-in and respond promptly to email and EHR tasks and messages.
Verify insurance coverage and client demographic information, and collect applicable payments.
Participate in monthly clinic meetings.
Collect payments according to cashier protocols; prepare accurate, timely deposits and reconcile daily cash collections and drawers.
Use the current approved fee schedule and process cash, check, and credit card payments, including insurance co-payments, sliding-fee payments, and private payments.
For Tier 2, assess and direct calls according to urgency and client needs, including calls seeking emergency or mobile crisis services.
For Tier 2, help clients complete sliding-fee applications and provide check-in coverage across medical, substance use disorder, and mental health services.
For Tier 2, sort and distribute incoming faxes and mail, order and distribute clinic supplies, scan and file paperwork, and help monitor compliance and productivity reports.
For Tier 3, train office assistants, help develop onboarding and training calendars, and provide regional front-desk and clinic coverage.
For Tier 3, help evaluate office assistant competency at 90 days, conduct internal audits and monitoring, and help arrange office assistant coverage and schedules.
For Tier 3, assist with facility inspections, shared-office scheduling and utilization, and delivery of daily deposits.
For Tier 3, perform additional service-line duties as assigned, assist with records releases, and support referrals or prior authorizations as applicable.