Office Assistant

Centennial Mental Health Center•Fort Morgan, CO

11d

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, and safety while supporting client and employee experiences and community relations. As a primary entry point to Centennial services, the Office Assistant helps clients, family members, and potential clients access care and represents the organization as a welcoming, efficient point of contact. Responsibilities vary by tier. Tier 1 duties include greeting and assisting clients, completing check-in and check-out, scheduling and confirming appointments, monitoring the waiting area, providing basic information, supporting team-based care, collecting specimens for substance use monitoring when applicable, and providing administrative and payment-processing support. Tier 2 adds call assessment and routing, sliding-fee application assistance, cross-training across service lines, fax and mail handling, supply ordering, document management, and assistance with compliance and productivity reports. Tier 3 adds regional training and coverage support, onboarding and competency evaluation assistance, auditing, scheduling and facility inspection support, deposit delivery, records-release coordination, and other service-line duties. The position also requires reliable attendance, accurate timekeeping, effective independent and team work, professional communication, and responsiveness to clients, colleagues, clinics, departments, and partner organizations. Work is performed in a generally comfortable office environment, with some physical effort such as lifting small boxes or equipment and prolonged movement such as standing. Usual duties do not involve exposure to blood, body fluids, or tissues, though unplanned exposure-category tasks may occur.

Requirements

High school diploma or GED.
Obtain QMAP Certification within 90 days of hire.
Ability to prioritize work and manage time effectively and independently.
Intermediate proficiency with 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.
Demonstrate positive interactions, enthusiasm for the work and organizational mission, a professional image, maturity, and a positive attitude.
Genuine interest in Centennial's mission and willingness to work compassionately and empathetically with vulnerable populations.
Ability to perform some physical effort, including lifting small boxes or equipment, and prolonged movement such as standing.

Nice To Haves

At least 2 years of previous experience working in a public office setting is preferred.
Prior EHR experience is preferable.

Responsibilities

Arrive punctually and attend work with minimal absences.
Advise managers remotely and in person as needed.
Accurately record time worked.
Work effectively independently and as a team member.
Communicate professionally, verbally and in writing, with internal and external customers.
Greet and assist clients who call or visit the clinic.
Complete client check-in according to protocol for a service line; at Tier 2 and Tier 3, cross-train across medical, substance use disorder, and mental health check-in.
Record client arrival times, monitor the waiting area, and assist with basic needs and questions.
Check clients out promptly and confirm appointments daily.
Schedule appointments according to scheduling 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 according to organizational policies, procedures, and training requirements, including youth specimen collection practices.
Verify provider schedules, print daily pre-visit reports, and respond to requests from Centennial clinics and 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, demographic information, and applicable client payments.
Participate in monthly clinic meetings.
Collect and process cash, check, and credit-card payments, including insurance co-payments, sliding-fee payments, and private payments.
Prepare timely, regular, and accurate deposits as required; reconcile daily cash collections and drawers according to financial protocols.
Use the approved fee schedule accurately and ensure the current schedule is available for reference.
At Tier 2, assess and route calls based on urgency and client needs, including calls seeking emergency or mobile crisis services.
At Tier 2, assist clients with sliding-fee program applications; clear, sort, and distribute incoming faxes; handle incoming and outgoing mail; order and distribute clinic supplies; scan and file paperwork; and assist with compliance and productivity reports.
At Tier 3, support and train office assistants in the region, help develop onboarding and training calendars, provide regional front-desk coverage, and float to other clinics as needed.
At Tier 3, assist with 90-day competency evaluations, internal audits and monitoring, coverage and scheduling, facility inspections, shared-office scheduling and utilization, and delivery of daily deposits.
Perform additional service-line duties as assigned, which may include referrals, prior authorizations, provider schedule changes, and records-release coordination.