Administrative Support Specialist - Caribou Outpatient

Description

AMHC is looking for an Administrative Support Specialist to play a vital role in supporting clinical staff and ensuring the smooth, organized delivery of outpatient services. 

This position serves as a key point of contact for clients and visitors, maintains administrative and billing records, and contributes to a welcoming, patient-centered environment. 

The Administrative Support Specialist works collaboratively with interdisciplinary teams and supports the overall efficiency of the outpatient office.

Essential Duties & Responsibilities

Client Services

• Serve as the primary point of contact for clients and visitors
   
• Complete administrative components of client intakes and establish Electronic Service Records (ESR)
   
• Collect payments at the time of service and establish client fees and payment plans as needed
   
• Maintain staff schedules and conduct appointment reminder calls/texts
   

Billing & Financial Management

• Process daily deposits, maintain petty cash (if applicable), and follow agency money controls
   
• Track insurance authorizations and submit extension requests as needed
   
• Verify insurance information and collaborate with the Claims & Reimbursement Team to resolve billing issues
   

Case Record Management

• Maintain and update administrative components of the Electronic Service Record
   
• Run reports related to client administrative functions
   
• Scan and manage external documentation within the ESR
   
• Maintain, purge, and prepare paper files for secure destruction
   
• Fulfill external record requests
   

General Administrative Support

• Answer phones and route calls appropriately
   
• Order and maintain office supplies
   
• Coordinate with IT for equipment needs and troubleshooting
   
• Process mail and inter-office correspondence
   
• Provide clerical support including scanning, copying, faxing, and mailing
   
• Ensure compliance with agency policies and procedures
   
• Assist with staff orientation and training
   
• Support satellite offices as requested
   

Additional Responsibilities

• Perform other duties as assigned
   

General Expectations

• Maintain confidentiality of client and organizational information
   
• Work collaboratively as part of a team
   
• Demonstrate punctuality and effective time management
   
• Provide a welcoming and respectful environment for individuals seeking mental health, substance use, and community support services
   
• Demonstrate flexibility to meet agency and client needs, including overtime when required
   
• Effectively multitask and communicate with clients, staff, and the public in person and by phone
   

Physical & Work Requirements

• Ability to sit, stand, walk, talk, and hear for extended periods
   
• Operate standard office equipment, including computer and phone
   
• Occasionally lift up to 10 pounds
   
• Work is performed in a typical office environment with a generally quiet noise level
   

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Supervision
This position reports to the Outpatient Office Manager.

Requirements

This position requires a High School diploma or equivalent. Basic courses in business/secretarial areas. 

Good-to-excellent working knowledge of general office procedures to maintain efficient support services.

AMHC is an equal opportunity employer

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