Behavioral Health Administrative Assistant

Job Summary: Job incumbent provides administrative and project asistance to the outpatient programs with a primary focus of therapy services, located within the Behavioral Health Department and serving the TCC Region.

Adhere to the TCC Ch'eghwtsen' model of service and guiding principle which requires providing timely and effective service along with the ability to interact with others in a way that inspires trust and demonstrates respect, compassion and empathy.

Essential Functions: This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbent(s).

Representative Duties: Under general supervision of the Behavioral Health Office Manager job incumbent will:

1. Maintain responsibility for general administrative support functions to the department.

2. Schedule and organize department activities, meetings, travel and conferences for members of the department. Including but not limited to typing and processing staff travel authorizations and training requests. Coordinate travel arrangements with TCC travel agents, local airlines and State of Alaska payer programs. Assist staff with processing required trip reports and travel receipts as necessary.

3. Sort and distribute mail and faxes. Respond to regular occuring requests for information when necessary.

4. Oversee inventory of supplies and administrative/clinical forms. Including maintaining supplies for the Behavioral Health programs and maintain administrative and clinical forms and make copies as necessary.

5. Assist with project start up and implementation.

6. Provide reception coverage, greet patients in a professional and welcoming manner and provide assistance as needed. Receive and forward phone calls to appropriate staff. Take messages as required. Prepare messages for answering service during non-working hours.

7. Prepare documentation, communicate with providers and provide follow up as necessary.

8. Schedule follow-up client appointments and contact clients to confirm or reschedule appointments.

9. Maintain master client list and wait list for psychotherapy services. Track and follow up with recurring paperwork, evaluation, and discharge dates.

10. Coordinate client travel arrangements.

11. Maintain client demographic and third party payer information and enters into RPMS and or BMW or forward to registration, business or other applicable programs, when appropriate.

12. Prepare and process provider applications for Medicaid, Madicare and Tricare to ensure timely billing.

13. Communicate with Behavioral Health Consultants, clinicians, and Chief Andrew Isaac Health Center providers to coordinate therapy care and referrals.

14. Assist with Behavioral Health front desk duties as needed.

15. Must maintain strict confidentiality.

Other Responsibilities:

16. Performs other job-related duties as assigned.

Minimum Qualifications:

1. High school Diploma or GED equivalent. Associate's degree in behavioral health related field preferred.

2. One year of consecutive office experience with progressively higher responsibilities.

3. One year experience working in behavioral health programs or related social service programs.

4. Must have a valid driver's license and clean driving record.

5. Must pass background check pursuant to federal Indian Child Protection and Family Violence Prevention Act requirements.

6. Must pass background check pursuant to Alaska DHSS and federal Indian Child Protection and Family Violence Prevention Act requirements.

Knowledge, Skills and Abilities:

7. Knowledge and ability to adhere to Health Insurance Portability and Accountability Act (HIPAA) and 42 CFR Part 2 confidentiality regulations.

8. Knowledge of Medicaid charting and billing regulations.

9. Knowledge of ICD 10 and DSM 5 coding procedures preferred.

10. Familiar with Medicaid pre-authorization process preferred.

11. Familiarity with Alaskan Native Culture and Traditions preferred.

12. Demonstrated knowledge of standard office practices and procedures.

13. Strong computer skills, with experience in Excel, Microsoft Word, Power Point, and the Internet. Experience in RPMS preferred.

14. Strong verbal, written, analytical, and interpersonal skills.

15. Ability to understand and carry out verbal and written instruction and to organize and prioritize work and be able to work as a team member.

16. Medical terminology preferred.

Supervision: This position has no supervisory responsibilities.