Administrative Specialist

At Children’s Crisis Treatment Center (CCTC), our staff is dedicated to addressing the impact of childhood traumatic events and other challenges.  The Administrative Specialist will support the Montgomery County Programs with maintaining documentation and forms utilized by the Teams, in order to meet the needs of the children and their families presenting with crisis and behavioral health issues.

Summary of Essential Functions:

• Schedule Comprehensive Biopsychosocial Evaluations and Recurring Medication Management Appointments for Psychiatrist. Upload Psychiatry Service Encounter Forms. Complete weekly Psychiatry Tracker. 
• Verify insurance by completing EVS checks on a daily basis and report results to the Division Director. 
  • CHIP insurance is sent to Billing Department for verification 
  • Commercial Insurance sent to Billing Department for verification and copay information
• Manage copayment forms and payment receipts for commercial insurance clients. Scan and send all copayment forms, receipts, and Carelogic payment receipts to the Director of Outpatient on a weekly basis. 
• Manage client sign in sheets and order when needed. Ensure that the sign-in sheets are completed fully and file them away in a safe place when completed. 
• Manage appointment check-ins and cancellations within Carelogic on a daily basis. 
• Manage medical records requests. 
• Fax, copy and distribute documentation and correspondence as requested. 
• Maintain a quantity of blank forms to be utilized by the Montgomery County Teams (i.e., CCTC Application for Services in English and Spanish, Co-Payment Forms, Medical Developmental History Form in English and Spanish, School Notes, Monthly and Individual Service Encounter Forms, and Intake Form Template).
• Accept general calls to the office and direct them according to the need of the caller, and manage Montco voicemails by directing them to the appropriate party. 
• Maintain updated mailboxes for staff.
• Attend monthly QM meetings on a monthly basis (2^nd Tuesday of each month). These meetings are held in person at 1080 on a quarterly basis. 
• Assist in scoring and monitoring proper documentation and then uploading to Carelogic (CBCL’s, TSCC/TSCYC, and Psychiatry Encounter Forms).
• Collect any additional documentation that needs scanning from Clinicians and scan them into client document files in Carelogic.
• Assist with providing and collecting Visit Surveys and Client Satisfaction Surveys for families. 
• Maintain and order adequate supplies needed for the office through vendor on a monthly basis.
• Assume additional responsibilities as needed by the department.

High-School Diploma or equivalent, work experience with executive/administrative staff and office management. Good communication and interpersonal skills. Good secretarial skills with computer skills required.

Technical/Computer Skills: 

 Proficient in MS Office Suite

Proficient in handling office equipment (faxes, copiers, scanners)

Working knowledge of EMR systems