Administrative Specialist (Hays MH Center)

Help us help others:

The Administrative Specialist performs administrative and front office duties for the mental health clinic while delivering a high level of customer service in a person-centered environment. Responsibilities include reception coverage, answering and routing calls, scheduling and confirming appointments, processing payments, managing correspondence, and auditing daily schedules. This role maintains responsibility for the cash drawer, lobby area, and reception office.

The Administrative Specialist verifies insurance, demographic, and financial information, collects required documentation, and ensures accurate and timely entry into the Electronic Health Record (EHR) in accordance with Hill Country MHDDC procedures. Additional duties include supporting intake processes, coordinating with financial and intake staff, and maintaining effective communication.

The position requires strong customer service, communication, organizational, and problem-solving skills, with the ability to manage multiple priorities and respond to client needs in a timely and professional manner. Backup duties may include typing assignments, maintaining forms, and assisting with financial assessments.

You will get to:

• Run a daily report of appointments and communicate with providers about changes/cancellations, and last-minute scheduled appointments.
• Accept payment for services, deposit cash/check payments.
• Fax outgoing information, scan incoming documents into the chart.
• Submit purchase orders, payment requisitions, and invoices for processing.
• Coordinate individual walk-in services, i.e., intake and crisis services, demographic/financial information, and PAP applications.
• Manage time to support the time-sensitive nature of documents/services/scheduling.
• Maintain cross-training in PAP services, demographic/financial services, and other administrative duties as assigned by the Clinic Director.
• Maintain the cleanliness and organization of the front waiting area, ensuring all areas are person-centred and trauma-informed.
  
• Maintain knowledge and understanding of clinic operations and services to answer all client questions in a timely and competent manner.
• Maintain vehicle logs and communicate maintenance needs to the Clinic Director.
• Accept intake paperwork, prepare a new chart number, contact the financial specialist to conduct financial and communicate with the intake coordinator.
• Maintain the clinic scan folder.
• Data Entry.
• Protect the confidentiality of individuals and their records by complying with Hill Country MHDDC patient confidentiality and HIPAA policies and procedures.
• Interact positively and in cooperation with other members of the organization and team, including active participation in supervision activities, team meetings, continuing education, etc. Working independently, requesting assistance from a supervisor as needed.

You'll definitely need:

• High School Diploma or GED
• A valid Texas State Driver's License.
• Current automobile insurance and the ability to travel
• To complete and maintain both CPR certification and Prevention and Management of Aggressive Behavior training within the first 3 months of employment
  

We're excited to provide:

• PPO health insurance plan, with the option to add dependents.
• PPO dental plans and vision insurance options for healthy teeth and eyes.
• Employer-paid life insurance.
• 401(a) plan, employer matches your contributions dollar for dollar up to 8% of your salary. You are 100% vested after 3 years of service.
• 457/403(b) plan, employees are immediately eligible to contribute pre-tax earnings.
• Generous paid time off for fun and vacations, and paid sick time for when you're under the weather.
• An authentic and caring environment where folks care about each other.

We can pay you:

$15.00 per hour and benefits, plus good karma for doing good in the world.