Office Assistant

Centennial Mental Health Center Incorporated•Elizabeth, CO

19d•$16 - $19•Onsite

About The Position

The Office Assistant provides proactive operational support to clients and others by phone and in person. The position supports client- and family-centered care, service, quality, and safety, with the goal of improving client and employee experiences and community relations. As a primary entry point for clients, family members, and prospective clients seeking Centennial services, the Office Assistant represents the organization as a welcoming and efficient point of access. Responsibilities vary by tier. Tier 1 duties include greeting and checking in clients, assisting with appointment scheduling and confirmation, monitoring the waiting area, providing administrative support, verifying insurance and client information, processing and reconciling payments, and collecting substance-use monitoring specimens in accordance with organizational policies and training requirements. Tier 2 adds call assessment and routing, support with sliding-fee applications, cross-training across service lines, fax and mail handling, supply management, document scanning and filing, and assistance with compliance and productivity reports. Tier 3 adds regional training and coverage support, onboarding assistance, competency evaluation, auditing and monitoring, scheduling and facility support, deposit delivery, and additional service-line and records-release coordination. The position also requires punctual attendance, accurate timekeeping, professional communication, effective independent and team work, and the ability to adapt to changing daily needs. Duties are 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 tasks do not involve exposure to blood, body fluids, or tissues, but may require unplanned Category I tasks.

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; prior EHR experience is preferable.
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 with others, enthusiasm toward work and the organization's mission, and a professional image, maturity, and positive attitude.
Genuine interest in Centennial's mission and willingness to work with vulnerable populations using compassion and empathy in decision-making and customer service.

Nice To Haves

Two or more years of previous experience working in a public office setting is preferred.
Prior EHR experience is preferable.

Responsibilities

Arrive punctually, attend work with minimal absences, and accurately record time worked.
Advise managers remotely and in person as necessary.
Work effectively independently and as part of a team, communicating professionally with internal and external customers.
Greet clients and visitors by phone and in person in a pleasant and professional manner; assist clients calling or visiting the clinic.
Complete client check-in and check-out, record arrival times, monitor the waiting area, assist with basic needs and questions, and direct clients to Billing for financial-account assistance.
Schedule and confirm client appointments and support clients with information about 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, including youth specimen-collection practices.
Provide facility administrative support, including verifying provider schedules, printing daily pre-visit reports, responding to clinic and partner requests, processing self or family referrals, and responding to email and EHR tasks and messages.
Verify insurance coverage and client demographic information, and collect applicable client payments.
Collect payments according to cashier protocols; process cash, checks, and credit-card payments, including insurance copayments, sliding-fee payments, and private payments; prepare deposits; and reconcile daily cash collections and drawers.
Use the approved fee schedule accurately and keep the current schedule available for reference.
For Tier 2, assess and route calls according to urgency and client need, including calls involving emergency or mobile crisis services; help clients complete sliding-fee applications; and cross-train in medical, substance-use-disorder, and mental-health check-in.
For Tier 2, 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.
For Tier 3, support and train office assistants in the region, help develop onboarding and training calendars, and provide front-desk coverage and cross-trained coverage at other clinics as needed.
For Tier 3, assist with 90-day competency evaluations, internal audits and monitoring, staff coverage and scheduling, facility inspections, and shared-office-space scheduling and utilization.
For Tier 3, assist with daily deposit delivery, additional service-line duties such as referrals and prior authorizations, provider schedule adjustments, and coordination of records releases according to organizational policy.
Participate in monthly clinic meetings and perform other duties as assigned.