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WellPower · 10 hours ago

Centralized Administrative Assistant

Denver

Full-time

Hybrid

Entry Level

2+ years exp

WellPower is a community-focused organization dedicated to fostering mental health through collaborative behavioral health care. The Centralized Administrative Assistant will provide professional customer service and clerical support, assisting staff and consumers with various administrative tasks to ensure smooth clinic operations.

Mental Health Care

Responsibilities

Provide courteous and professional customer service to the people we serve, staff, and visitors

Provide front and back office clerical services including but not limited to: maintaining schedules, providing admissions support, check-in consumers, insurance verification, assisting consumers with insurance and eligibility based questions, answer phones, outreaching consumers for check-ins and/or insurance verification, answer emails, maintain documents and spreadsheets, track data, mail distribution, records maintenance, and general administrative support to all teams at a site

Assist staff, managers, and/or other supervisors as assigned

Serve as the first point of contact for consumers, creating a welcoming and trauma-informed environment

Ensure front desk and lobby are aesthetically pleasing, safe, and friendly for all guests

Receive and screen clinic telephone communications ensuring callers are directed to the appropriate destination in a timely fashion

Apply situational awareness and appropriate techniques to handle situations before they escalate

Maintain online calendars, monitor and respond to multiple Microsoft Teams Channels, and fulfill email requests from staff and external agencies

Manage daily operations of the front desk including accurate scheduling, confirming appointments, checking in people we serve, verifying demographics, insurance verification/eligibility, collecting payments/copays, and other administrative tasks

Maintain accurate records of insurance verification, eligibility confirmations and co-pays collected

Maintain each consumer’s HIPAA rights, and other protections of confidentiality and privacy

Organize, compose, and produce letters, memoranda, reports, and other documents, ensuring grammar, spelling, and punctuation are correct. Compose routine correspondence. Generate and submit necessary reports

Maintain appropriate boundaries that avoid creating dual relationships

Update training documents and assist with on-site training and shadowing for new Administrative Assistants

Replace toner and paper in equipment. Copy/scan/fax information as required

Sort and distribute incoming mail and prepare outgoing mail

Arrange transportation authorizations and transportation for dependent clients

Attend meetings as assigned

Read, understand, and excel in procedures for maintaining consistent standards of the paper and electronic medical record (EMR), which is outlined in the HISM manual and in any updates

Complete requests for information from both clinical and administrative staff

Follow organizational and departmental procedures, rules and guidelines

Execute all benchmarks and deliverables assigned

Assist multiple front desks to best fit building needs and provide administrative support to entire staff at a site

Provide break and lunch coverage to other administrative staff as needed

In Front Office Managers absence, provide for coordination of clinic needs and program. Perform a variety of administrative duties to ensure smooth running of the clinic

Maintain attendance with minimal callouts and tardiness

Perform other duties and projects as assigned

Qualification

Administrative Assistant experienceTyping 60 wpmHealth clinic experienceMental health organization experienceCustomer serviceMicrosoft TeamsHIPAA complianceDocument management

Required

High School Diploma or equivalent

A minimum of two years' experience as a(n): Administrative Assistant, Patient Service Representative, Insurance Coordinator plus the ability to type 60 wpm are required

Or a Bachelor's degree with a minimum of 2 years working as a mental health clinician and the ability to type 60 wpm required