Description

Provide general administrative support for Independence Center’s programs (Administrative, AOS/PSR, Housing, Living Room, and Vocational). 

General Administrative Support

Manage and track incoming and outgoing release of information requests. Collect required fees according Independence Center policies. Scan, fax, mail and/or upload incoming information into proper location according to Independence Center HIPAA policies.

Provides for maintenance of confidentiality of member records and communications. 

Acts as medical records administrator: collects, scans/saves in proper database and/or company server drive, and distributes outgoing medical records of members.

Collect, scan, upload or save necessary documentation for electronic medical record database and/or on company server.

Serves as receptionist when needed. Ensure that Independence Center's main duties of the front desk agent are completed, including greeting guests, acting as a gatekeeper, track member attendance, check initial and ongoing insurance eligibility, provide centralized scheduling services, answer incoming requests for appointments, notify individuals of scheduled appointments, document cancellations, maintain vehicle logs to ensure proper logging out/in of vehicles, order program and office supplies for agency send out correspondence, distribute and post mail, maintain postage meter, administer telephone system changes.

Other additional duties as indicated by the Assistant Director.

AOS/PSR & Housing Support

Authorization/utilization management. Submit authorizations for initial and continuing services (pre/re-authorizations) with Medicaid, Medicare and third party insurance companies. Track utilization and create requests prior to full usage or expiration of authorizations. Enter all authorization requests, status updates and enter responses into billing system.

Assist with quality assurance, determine what charts will be audited, send link and store returned information. 

Assist coordinator with reporting as needed: Collect and submit DHS grant performance reports to proper DHS contact monthly & quarterly, assist with preparation of monthly vacancy report.

Tenant data collection: collect and upload necessary documentation for tenancy in Buildium system and on company server.

Prepare, upload and record housing information in Buildium including lease signings, lease violation notices, maintenance requests, income verifications, leases, tenant information, tenant charges, correspondence, etc. 

Living Room Support

Assist coordinator with reporting as needed: monthly internal reports, submit DHS grant performance reports to proper DHS contact monthly & quarterly.

Requirements

Job Requirements 

Requires High School Diploma or GED.

Minimum of one-year office experience required.

Exhibits essential customer service focused commitment demonstrating active listening, focus on issue resolution, sharp attention to detail, and analytical and problem-solving abilities to meet and exceed the needs of our agency.

Excellent phone and email etiquette.

Strong computer skills (Excel, Word, Microsoft 365, ability to learn and work in many software environments)

Ability to instruct staff on usage of office technology including computers/printers, soft wares, copiers/scanners, etc.