Program Associate

Position Summary: 

The Program Associate performs a variety of routine clerical and administrative tasks in a behavioral health office setting. This role operates in a fast-paced environment and requires strong multitasking abilities, excellent customer service, and interpersonal skills to greet clients and visitors promptly and courteously. Responsibilities include answering phones, scheduling appointments, verifying insurance coverage, data entry, scanning and uploading documents into the Electronic Health Record (EHR) system, and addressing client questions and concerns.

Job Responsibilities and Performance Standards:

• Thrives in a fast-paced environment requiring multitasking, exceptional customer service, and strong interpersonal skills to greet clients and visitors promptly and courteously.
• Performs a variety of administrative and clerical duties, including but not limited to:
  • Answering phones.
  • Performing data entry.
  • Scheduling appointments as needed.
  • Verifying insurance coverage.
  • Updating CSU and TOU census on a 24/7 basis.
  • Completing program transfers and ensuring clients have accurate dates on the Crisis Safety Platform (CSP) and on myAvatar.
  • Updating client information in CSP and myAvatar as needed 24/7.
  • Preparing hardbound charts for CSU and TOU clients upon admission and breaking down charts at discharge; transferring them to paper folders for organized storage in the chart room.
  • Scanning and uploading documents into the Electronic Health Record (EHR) system.
  • Conducting CWI intake and POE for clients.
  • Reviewing and managing CSP referrals; requesting additional documentation via phone or email as necessary.
  • Facilitating communication with referral sources and external stakeholders through calls and/or emails.
  • Maintaining the organization and cleanliness of the CWI, CSU, and chart room; coordinating the annual transfer of charts to the Medical Records Warehouse.
  • Handling client questions and concerns professionally and efficiently.
• Attends agency meetings and completes all required training
• Performs other duties as assigned.

Minimum Qualifications: 

High school diploma or GED and 1yr of general office or administrative experience.

Preferred Qualifications:

•     Minimum 1 year experience working in a medical/behavioral health setting 

•     Outgoing, engaging and personable communication skills

•     Experience working in a medical or behavioral health office

•     Excellent computer skills including familiarity with Microsoft Word, Excel

•     Highly organized and detail oriented