Client Access Specialist

Northern Pines Mental Health Center is proud to offer competitive wages and an exceptional benefits package! 

We are seeking a Client Access Specialist to join our team! This position will provide continuous daily supportive services for the Northern Pines Brainerd Outpatient Office. This role will support both Northern Pines clients and staff.

Essential Functions include:

• Effectively utilize necessary technology (computer, email, electronic health record system, fax machine, copier, and multiple-line phone) to complete tasks.
• Check in clients for appointments.
• Administer client screeners and enter data into the electronic health record (EHR); identify clients with a positive score for provider follow-up.
• Obtain treatment consent, privacy practices, and telehealth consent forms; ensure forms are updated annually.
• Schedule client appointments.
• Process referrals according to agency guidelines.
• Routinely verify and update client demographic information (e.g., address, phone numbers, and insurance).
• Manage provider schedules by adding and updating all staff activities and extending recurring appointments.
• Ensure all client appointment blocks are filled.
• Conduct the entire outpatient intake process, including collecting necessary client information, verifying insurance, entering data into the EHR, preparing/sending intake packets, and locating past client files.
• Manage client insurance processes, including verification, fielding questions, obtaining necessary authorizations, and addressing insurance denials.
• Request medical records from external sources and process them once received.
• Perform general clerical duties including filing, scanning documents, answering phones, directing calls, administering forms, confirming appointments, and distributing mail.
• Assist clinicians with various administrative requests.
• Maintain a clean and professional lobby area, including preparing coffee for clients.
• Order office supplies as needed.
• Obtain and enter social determinants of health (SDOH) and provide follow-up for immediate needs (e.g., connecting clients to food boxes for food insecurity).
• Provide resources and referrals to clients as needed.
• Collaborate with all programs within Northern Pines and external community partners.
• Collect and enter client vitals (height, weight, blood pressure, heart rate, and BMI) into the EHR.
• Provide appointment reminder phone calls.
• Follow up with clients who "do not show" for appointments; record all communication in the EHR log in collaboration with the provider.
• Request court and/or police records as needed.
• Assist with the management of the company’s vehicle fleet as needed.
• Receive and process client payments in the office.
• Reserve and manage room check-outs for staff.
• Manage all incoming and outgoing mail.
• Triage clients to the Mobile Crisis Outreach team when necessary.
• Obtain and verify legal custody or guardianship documentation.

Qualifications include:

• Excellent organizational and interpersonal skills
• Ability to multi task, pay close attention to details, work in a fast-paced environment and work independently at times
• Ability to lift 60lbs on an occasional basis
• Sit and/or stand for long periods of time
• Travel is a function of this position; a valid driver's license is required

Benefits include:

• Health, Dental, Disability and Life insurance with other additional voluntary options for spousal life, short term disability, accident, hospital indemnity and critical illness plans
• Health Savings account with employer contribution
• 401K with employer match
• Generous paid time off (1st-3rd year 19 days/152 hours for full time then increases with longevity) 
• Nine holidays observed per year as follows: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the day after Thanksgiving Day, Christmas Eve Day, Christmas Day and a Weather Float Day.
• Supportive of time off for a healthy work/life balance 
• Bereavement Pay
• Travel reimbursement

Northern Pines Mental Health Center is an Affirmative Action/ Equal Opportunity Employer. Please submit a resume and cover letter to apply.

Keywords: Support Specialist, Support Staff, Receptionist, Reception, Administrative Support, Medical Reception, Medical Administration, Minnesota, Mental Health, Non-Profit, Program Support, Scheduler, Client Relations, Customer Service 

Salary : $21