Client Access Specialist

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

We are seeing a Client Access Specialist to join our team! This position will provide continuous daily supportive services for our Assertive Community Treatment (ACT). This role will support both Northern Pines clients and staff.

Essential Functions include:

Provide administrative and operations support to clinical staff, including monitoring and coordinating daily team schedules for both office and field-based activities

• Participate in daily team meetings, take notes, and support operational workflow needs
• Maintain ACT client records according to the standard of DHS
• Administer client screeners and enter into electronic health record (EHR)
• Obtain treatment consent, privacy practices, ROIs, and telehealth consent forms. Ensure forms are updated annually
• Schedule client appointments, provide reminder calls, and coordinate return visits, including support for psychiatric providers and transportation arrangements as needed
• Process referrals in accordance with agency guidelines and complete the full intake process, including collecting required client information, verifying coverage and eligibility, obtaining prior authorizations, entering data into the HER, and preparing intake documentation
• Verify and maintain accurate client demographic and insurance information, update record as needed to ensure compliance and billing accuracy
• Manage provider schedules, including adding and updating activities, extending recurring appointments, ensuring appointment blocks are filled, and responding to immediate scheduling needs. 
• Monitor compliance requirements and due dates for treatment plans, LOCUS assessments, functional assessments, and required state reporting, enter applicable data into MHIS portal
• Generate and assist in managing reports, including Failed Activity and Status Not Kept reports in collaboration with the Team Lead
• Verify client insurance prior to the first service each month, fielding insurance questions, obtaining necessary authorizations, and verifying Eligibility and Benefits
• Request and receive medical records, court records or police reports.  Send Records Department to upload.
• Upload lab reports to the electronic medical record system
• Maintain a clean and professional lobby area. Prepare coffee for lobby
• Obtain and enter social determinants of health. Provide follow-up for immediate needs as designated by clients (e.g. Connect to food boxes for food insecurity). Update SDOH every 180 days.
• Update the phone system on a weekly basis to reflect designated on call staff
• Provide resources to clients as needed
• Utilize required technology systems effectively, including computer applications, EHR-CareLogic platform, phone systems, and standard office equipment
• Collaborating with community partners
• Order supplies and request maintenance as needed
• Follow up with clients who “do not show” to their appointments. All communication should be recorded in EHR communication log and done in collaboration with the provider
• Assist with the company’s vehicle fleet as needed
• Receive client payments in office
• Manage outgoing and incoming mail
• Obtain custody or legal guardian paperwork as needed and upload send to Records Dept​​​​​​​

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

Compensation & Benefits include:

• A wage of $21.50/ hour
• 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 : $22