Office Specialist

Didi Hirsch Mental Health Services

126d•Hybrid

About The Position

Didi Hirsch Mental Health Services has been a national leader in whole-person mental health, crisis care, and substance use services since 1942 and is home to the nation’s first Suicide Prevention Center. We are a nonprofit organization providing care to about 270,000 people annually across our programs. Didi Hirsch has deep roots in community-based mental health and a commitment to providing culturally responsive services that are just and equitable. More than 1,000 dedicated employees and volunteers make Didi Hirsch’s work possible.

Requirements

Minimum of 6 months of administrative or customer service experience required, preferably in a healthcare or mental health setting.
Bilingual in Spanish preferred but not required.
Effective verbal communication skills required.
Knowledge of English, spelling, punctuation, and general office practices and procedures.
Demonstrated customer service skills with ability to provide prompt, friendly courteous service to callers, visitors, clients and staff.
Basic computer skills in Microsoft Office programs (Word, Excel, etc.)
Effective work organization skills and ability to work with minimal supervision.
Basic math skills to calculate routine data.
Support the values and mission of Didi Hirsch as related to employment.
Know and comply with Agency policies and procedures.
Present ideas, information, and viewpoints clearly, both verbally and in writing.
Demonstrate commitment to team objectives and Didi Hirsch philosophies.
Adapt to changing needs by acquiring new skills and knowledge.
Customer service experience in healthcare setting, preferably mental health, is highly desired.
This position requires the ability to travel between multiple office locations, including Inglewood, Glendale, and Downtown Los Angeles, based on business needs.
Current California driver’s license, car insurance, and a driving record acceptable to the Agency’s insurance carrier.

Nice To Haves

Bilingual in Spanish preferred but not required.

Responsibilities

Provides reception services, greets visitors, ascertains nature of business, signs-in visitors and directs visitors to appropriate person, issues visitor’s identification when required.
Operates telephone console to receive incoming calls; provides information to caller or routes caller to appropriate staff; places outgoing phone calls as needed.
Records accurate phone messages including name, time of call, nature of business and person called upon and delivers (via voicemail, email, etc.) to the appropriate party.
Checks Agency/program voice mail throughout the day and answers or directs messages to appropriate personnel (no voicemail at this time).
Performs clerical duties which include routine typing, filing, copying, faxing, completing and submitting Agency forms, data entry and distributing Agency communications.
Sorts and distributes incoming mail; prepares outgoing mail including internal office mail, external mail, overnight services, delivery services and registered mail.
Assures adequate funding on postage meter at all times.
Assists in the maintenance of office equipment including computers, telephone systems, copiers, fax machines and other types of office equipment; calls for service when necessary.
Assists in assuring all safety and health standards are followed and responds to safety issues within the facility in a timely manner.
Develops and maintains administrative and clerical skills through seminars, workshops or other forms of training/education.
Attends and actively participates in all team and staff meetings.
Scheduling clients’ appointments per the Centralized Scheduling guidelines.
Checks client insurance eligibility and updates EHR.
Registers clients, enters, and updates information in EHR.
Collects clients’ payments, performs Share-Of-Cost spend-down, maintains invoice and payment.
Coordinating e-mail and appointments in the Patient Portal system.
Assists clinical staff with various tasks including, scheduling, reminder calls, communication with pharmacy (authorization documents) and laboratories, medical records and Payor Financial Information.
Scans required paper documentation into EHR.
Performs retro-billing when needed.
Monitors and updates PFI/FOA.
Assists with translation/interpretation when needed.
Assists with Requests for Records/Invoicing/Log.
Takes Vital Signs and records measurements in EHR.
Opens/closes cases in EHR and County Systems.
Updates information in required database (Task Needs, etc.)