Administrative Assistant - ARU

Job Title: Administrative Assistant

Department: ARU Comprehensive Outpatient Treatment

Reports To: Office Manager

Location: 507 W. 145th St. NY, NY

Job Summary

Under the direction of the Office Manager, the AA engages prospective clients, screens and gathers demographic data, ensures insurance status to facilitate the acquisition of benefits, and coordinates program scheduling to improve and maintain efficiency. The AA works with the Security Services to manage patient movement in the facility and the workflows of service provision, including ensuring that the program lobby is maintained as a safe and orderly waiting area. The AA is responsible for adhering to agency policies and procedures and for assisting the Program Director, Office Manager, and Intake Specialist in managing all concerns regarding the administrative and operational functions of the program.

Primary Duties & Responsibilities include, but are not limited to:

• Greet clients and complete sign-in for clients and visitors entering the facility.
• Answer phone calls and direct callers to the appropriate staff.
• Inform staff of patient arrival for appointments.
• Monitor and ensure confidentiality in communal spaces in the facility.
• Monitor for appropriate noise levels in the waiting area.
• Maintain records of daily sign-in sheets and group sheets.
• Gather demographics and SUD data on prospective clients during initial phone screen.
• Gather insurance information, obtain copies of patient insurance cards and picture identification.
• Collaborate with Intake Specialist to complete pre-assessment data collection.
• Coordinate with Intake Specialist to conducts benefits and financial assessment of new patients upon admission to determine income status and method of payment (e.g. Medicaid, Medicare, SSI, or third-party insurance).
• Create new charts in the HER, enter all patient demographics and accurate insurance information prior to the start of intakes.
• Update patients’ insurance information in the EHR as needed.
• File or upload all patient documentation into the EHR.
• Schedule assessment appointments with Intake Specialist, Medical Doctor and Psychiatric Assessor.
• Review clinicians’ EHR schedules daily and manage pre-appointment and missed appointment follow-ups. Communicate instances of attendance non-adherence.
• Manage clinician calendars to ensure full utilization of time.
• Maintain accurate statistics on the daily census for outpatient program.
• Distribute daily Units of Service reports to the Program Director and clinical staff.
• Monitor Medicaid eligibility and insurance status, correct errors and report lapses to the Program Director in real time.
• Update and submit weekly program roster/eligibility census.
• Collect and submit documentation for Federal Probation Invoices for monthly submission.
• Correctly collect/process co-pays, deductibles, co-insurance and deposits from patients.
• Utilizing AI technology, keep minutes of Multidisciplinary Team meetings, Case Conferences, Utilization Reviews, and QI.
• Perform other duties as assigned by the management team

Qualifications/Criteria/Education

• High School Diploma/GED required, College Degree preferred
• Must be at least 18 years of age.
• Excellent communication, phone, and computer skills.
• Exceptional organizational skills.
• First Aid, Naloxone, and CPR Trained within 90 days of employment.
• Willing to work towards ongoing professional development.
• Bilingual a plus.