Program Administrative Assistant

Behavioral Health Network•Springfield, MA

3d•Onsite

About The Position

The Program Administrative Assistant provides in-person administrative support for Recovery Coach program operations, including billing, insurance authorizations, compliance with the program's DPH/BSAS payer-of-last-resort contract requirements, waitlist management, assignment of new participants to Recovery Coaching, and admission of new participants to the program. The role supports efficient administrative workflows and ensures required program documentation is accurate, complete, and submitted on time.

Requirements

A minimum of a GED and at least 2 years of commensurate training, experience, and demonstrated expertise in the field.
Proficiency with Microsoft Office 365, including TEAMS and SharePoint, and Electronic Health Records.
Excellent verbal and written communication skills.
Strong interpersonal and de-escalation skills, with a track record of teamwork.
Demonstrated cultural humility when working with individuals from diverse backgrounds.

Nice To Haves

Current CARC certification.
Personal or familial lived experience of addiction and recovery.
Demonstrated working knowledge of community resources.

Responsibilities

Respond promptly to incoming Recovery Coaching calls, emails, and faxes, and forward inquiries as needed.
Help plan, streamline, and execute administrative workflows and procedures in consultation with the Recovery Coach Program Director.
Update and distribute the Recovery Coach Contact List quarterly or more often as needed.
Monitor insurance reauthorization and annual intake due dates monthly to ensure required documentation is submitted on time.
Create and update the reauthorization and annual intake spreadsheet monthly.
Send coaches reminders and requests to submit required paperwork.
Review reauthorization forms for errors and add updated Wellness Plan information when required by certain payers.
Submit completed forms to billing as they come due to ensure timely insurance reauthorizations.
Review Recovery Coach enrollments and disenrollments for accuracy, timeliness, and consistency with Carelogic documentation, following initial supervisory reviews.
Enter EIM-ESM enrollments and disenrollments in the Virtual Gateway (VG).
Troubleshoot referrals in the VG involving an existing Recovery Coach or conflicting Recovery Support Navigation assignments.
Review Recovery Coach intake packets for completion, timeliness, and compliance, following initial supervisory reviews.