Reception Administrative Assistant

Position:                       Administrative Assistant

Reports To:                  Administrative Supervisor                                            

Supervises:                  None

RESPONSIBILITIES

• Provide initial and ongoing supportive and positive linkage between clients, referents, and agency.
• Schedule appointments, respond to requests for information, and provide enthusiastic receptionist services.
• Give out testing paperwork to clients for evaluations and assist clients as necessary in completing paperwork.
• Complete Intake paperwork with clients at time of intake appointment.
• Collect down payments for cash/private insurance clients.
• Complete financial paperwork with clients at time of intake appointment, including financial notes entered into NWRII’s Electronic Health Record (EHR) System(s).
• Verify insurance coverage and eligibility on an individual basis.
• Collect evaluation paperwork and score testing paperwork as required.
• Type correspondence and maintain office files and supplies.
• Prepare and maintain initial client forms in clinical files.
• Ensure complete and timely documentation of client transfers to different levels of care.
• Ensure complete and timely documentation of client relapses.
• Ensure complete and timely documentation of compliant and non-compliant client discharges.
• Ensure complete and timely documentation of client treatment completion.
• Run Judicial Information System (JIS) Reports when necessary
• Receive monthly compliance reports from counselors, make copies as necessary and mail compliance reports in a timely manner.
• Locate and schedule inpatient treatment for clients and coordinate detoxification as needed.
• Maintain records of interactions with clients and agencies that are utilized.
• Open mail daily and route as appropriate.
• Receive payments from clients, writing appropriate receipts.
• Explain financial policy to patients and direct patients to billing/ financial office as needed.
• Maintain archiving system for patient files.
• Maintain master forms in computer and maintain adequate supply of forms for staff to use.
• Maintain patient group roster book and update as necessary.
• Enter data into computer systems.
• Monitor clients providing urine analysis (U.A.) samples.
• Document all Urinalysis (UA’s) collected and ensure that Counselors and Supervisors receive notification of positive results.
• Other duties as assigned.

QUALIFICATIONS:

• High School diploma or GED.
• Friendly and proactive telephone skills.
• At least one year experience in office/ reception work.
• Minimum 50 WPM typing.
• Minimum one year freedom from misuse of alcohol and drugs.
• Subscribes to the philosophy of total abstinence for recovery from alcoholism and drug addiction.
• Understands the philosophy, steps, and traditions of A.A. and related 12-Step programs.
• Demonstrates ethical and professional behavior.
• Adhere to HIPAA security, HIPAA privacy and 42 CFR laws, as well as NWRII’s HIPAA security and privacy policies and procedures.