Office Administrator

Essential Duties and Responsibilities:

• Greet clients with a positive and compassionate demeanor
• Schedule clients and fill openings on Clinician calendars
• Communicate with clients via Patient Portal, email, phone, or in person regarding their services
• Answer calls and respond to voicemails for designated site(s) and Counseling department to support new and existing clients.
• Ensure client accounts are updated and accurate within the Electronic Health Record system (for example: scanning insurance cards, obtaining updated consent signatures, etc.)
• Work closely withSiteSupervisors, Director of Counseling,and VP of Programsto ensure policies and procedures are upheld
• Run reports regularly to track client engagement, past due balances, or incomplete files
• Complete safety reporting requirements in a timely manner
• Maintain an organized and clean environment at work station and waiting room area
• Take deposits to bank weekly
• Support Site Supervisor with other tasks that enhance the overall functioning of the site and quality of services
• Responsible for collecting payment for behavioral health services and explaining cost of services to clients based on income or insurance coverage.
• Enter clients' demographic information and create/maintain client accounts in the EHR, schedules clients, quote fees to clients, create Patient Portal accounts, and share key information for any telehealth appointments
• Coordinates completion of intake paperwork prior to first appointments for new clients
• Ensure files are updated and accurate within the Electronic Health Record system
• Verify mental health insurance benefits for all clients prior to initial and ongoing appointments
• Explain insurance benefits to clients
• Reviewing monthly client billing statements for accuracy
• Routinely collect client copays, fees, and collect on balances to support department financial goals and collection targets.
• Work with all referral sources to maintain good customer service and retention of referral relationships
• Greet clients with a positive and understanding attitude
• Answer questions related to fees and collect fees and balances at the time of service
• Schedule client appointments, including intake appointments for new referrals
• Maintain and protect confidentiality and security of all organizational information gained in the course of performing job responsibilities, including but not limited to, financial and client information.
• Maintain a clean, organized work environment to provide comfortable and professional client care.
• Maintain compliance with HIPAA privacy and security standards
• Actively participate in all agency and department education, training, and in-services to confirm understanding of new information or changes to established clinical policies and procedures
• Activity participates in team meetings and supervision.
• Serve as a safety team member, participating in quarterly team meetings, completing monthly safety reporting, evaluating the environment of care for possible safety concerns, ensuring infection prevention and control practices are followed, providing education and training to colleagues on safety policies and procedures, and additional safety related projects and assignments. Complete safety reporting requirements in a timely manner
• Additional duties, as assigned.

Working Conditions/Environment

• This position primarily works out of one or more of Provident's locations:

o St. Louis City (2650 Olive Street, St. Louis, MO 63103)

o South County (11166 Tesson Ferry Rd, St. Louis, MO 63123)

o Creve Coeur (12141 Ladue Rd, St. Louis, MO 63141)

• Full time position includes 32 to 40 work hours per week.
• Work hours are Monday through Friday and align with Counseling department hours when clients are seen (between 8:00 AM and 9:00 PM). Work schedule includes 2-3 evening shifts per week that align with site operating hours. Hours vary by location and hours are subject to change based on the location/program need.
• Reliable transportation to work at Provident's multiple office locations, when needed
• The noise level in the work environment is usually low. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, and sit. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, or crouch.
• Ability tolift upto25 pounds
• Have the ability to sit for long periods of time.