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Mental Health Office Manager

Company: RTS Services Unlimited, Inc
Location: Joliet
Posted on: September 23, 2022

Job Description:

RTS Services Unlimited, Inc. is a full-service counseling facility. We serve children, adolescents, and adults throughout Will County and surrounding areas. RTS offers one-on-one support and training in homes, schools, and the community. RTS's direct-care staff supports clients with specialized counseling, educational support, and skill-building to help restore their spirits, increase problem-solving abilities, enhance social skills and define coping mechanisms. RTS uses an individualized and family-centered approach. Job Intent The administrative assistant reports directly to the HR Director and will serve as a full-time liaison between HR Director, Clinical Supervisor, and Chief Operating Officer in handling office administration tasks and supporting the clinical team. Essential Duties and Responsibilities: Performs administrative duties, such as answering/screening phone calls, scheduling meetings, sorting and distributing mail, maintaining supplies, developing and maintaining a filing system for the agency Assist with answering incoming correspondence, including phones, email, and fax Provide day-to-day administrative support for meetings, correspondence & more. Manage the calendar for various meetings & deadlines, as well as assist with preparation for events as needed Perform research as needed for various tasks Anticipate needs and provide additional support as needed Greets all visitors and notifies appropriate staff Provides customer service to all parents, visitors, callers, etc. Extract data and prepare reports and other materials in response to inquiries from the management team. Provides clerical support, including composition and preparation of routine written correspondence and emails to parents, vendors, therapists, etc. Prepares and coordinates mail, faxes, and packages Logs and distributes mail as needed Performs routine photocopying and other production services Develops forms as needed Proofreads outgoing correspondence as requested Attends and assists with set-up for special events as needed Maintains office supply inventory Maintains confidentiality regarding all company fiscal, personnel, and family-related information Coordinates and orders food for meetings, training, and special events when requested Collects and tracks RSVP's from staff, parents, guests for various events, meetings, outings, fundraising events, and special programs for the region Maintains client confidentiality per RTS policy and HIPAA Privacy Regulations Adheres to all RTS policies and procedures. Light cleaning Performs other duties as assigned Provide top-notch customer service Greet patients in a friendly manner with good eye contact to make them feel welcome Other duties may be assigned to support patient flow, quality of care, compliance efforts, and patient satisfaction. Non-clinical client function Process and manage incoming referrals through client orientation Verify insurance information, eligibility, benefits, and determine out-of-pocket amounts due from patients Collect deductibles and co-pays at the time of service (or make arrangements with clinicians in the community) Maintain and organize patient paperwork and charts. Enter accurate and complete patient information including address, phone numbers, and insurance information Perform insurance eligibility checks (new referrals, existing clients on 1st and 15th of month) Track in Electronic Health Record (EHR) System and manage initial authorization and prior authorization based on insurance requirements Maintain client records in the EHR system Manage initial/renewal of Medicaid registrations Necessary Skills: Extensive knowledge of insurance terminology and procedures Exceptional computer skills and proficiency with all Microsoft Office products, including Word, Excel, and PowerPoint Strong writing and verbal communication skills Strong creative writing skills Knowledge of internet and email usage Strong organizational and time-management skills along with the ability to manage multiple tasks Strong attention to detail and accuracy Good judgment and creative thinking skills Demonstrates creativity, flexibility, and the ability to prioritize and problem-solve Ability to work with a variety of people, both within and outside the agency Ability to communicate appropriately under varying conditions (considers the environment, people present) Positive team player and energetic professional Exercises discretion in private and sensitive matters Personal characteristics Administrative Assistants should be able to: Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the organization. Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization. Communicate Effectively: Speak, listen and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques. Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters. Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness. Make Decisions: Assess situations to determine the importance, urgency, and risks, and make clear decisions that are timely and in the best interests of the organization. Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities. Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results. Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, make recommendations, and/or resolve the problem. Excellent communication skills Highly organized, detail-oriented, and able to multi-task in a fast-paced work environment Must be able to accept and modify performance based on supervisor feedback Must be able to work cooperatively with the clinical and administrative team, parents of clients, schools, and other referral sources Reliable transportationJob Type: Full-timeJob Type: Full-timeSchedule: 8 hour shift Monday to Friday No weekendsEducation: Bachelor's (Required)Experience: Office manager: 1 year (Required)Work Location: One location

Keywords: RTS Services Unlimited, Inc, Joliet , Mental Health Office Manager, Healthcare , Joliet, Illinois

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