Behavioral Health Support Specialist/Administrative Specialist

Job Description

Job Description

POSITION SUMMARY:

Provides a high level of confidential administrative support, data entry support, electronic file support, and referral and intake support for the behavioral health program, and other programs, as needed. The Behavioral Health Support Specialist communicates the mission and goals of Akin and demonstrates its values to families, agency partners, and the community.

Has access to protected healthcare information (PHI) or confidential identifiable information (CII), both paper and electronic, as necessary, to perform related job duties and responsibilities.

ESSENTIAL FUNCTIONS:

• Interfaces with internal/external contacts, requiring considerable discretion and initiative
• Ensures exceptional customer service for all staff, partners and participants.
• Maintains appropriate records and documentation to meet contractual and funding compliance requirements.
• Maintains confidential files and records.
• Provides advanced word/data processing, spreadsheet and reporting support.
• Efficiently and accurately inputs and tracks data using various software systems.
• May assist with continuous quality improvement with behavioral health charts, which may include, but is not limited to:
  • Processing charts at intake to ensure complete intake data is in chart
  • Reviewing charts per contract required intervals to ensure continuous data completeness
  • Completing state data and assisting with clean-up projects
  • Responding to routine correspondence
  • Processing records requests
  • Tracking multiple deadlines
• May assist other regions with behavioral health administrative support.
• May provide intake coordination support, which may include, but is not limited to:
  • Receiving incoming inquiries/referrals for Akin programs via phone, fax, webform or email. Answering calls from referral sources and responding to referrals through faxes or emails.
  • Performing basic triage of callers by soliciting and documenting all pertinent referral information.
  • Providing internal and external referral support and maintaining resource lists.
  • Completing screening instruments for behavioral health programs.
  • Sending and tracking intake packets to clients via AdobeSign and ensuring intake packets are available in offices.
  • Coordinating and scheduling initial intake appointments.
  • Checking insurance eligibility and working with billing department to ensure insurance coverage.
  • Assisting other regions with intake coverage.
• May provide front desk and general administrative support, which may include, but is not limited to:
  • Ensuring timely opening and closing of facility with an awareness of and in cooperation with agency directors regarding after business hours, facility use, and agency events.
  • Providing a clean and clutter-free lobby/reception area to create a welcoming environment.
  • Purchasing office supplies and maintaining adequate materials at facilities for staff.
  • Ensuring all incoming calls are answered in a timely and friendly manner and efficiently routing calls and voicemails to appropriate staff. Managing room reservation calendar and email.
  • Scheduling appointments and performing reminder calls, as needed.
  • Assisting and managing special projects and assignments such as reports, correspondence, tours, etc.
• Participates in ongoing professional development, in-service trainings, and continuing educations
• Complies with all Akin’s policies and procedures
• Performs other duties as assigned by supervisor

KNOWLEDGE, SKILLS, AND ABILITIES:

• Proficient in MS Office (Word, Excel, Outlook)
• Understanding of EMR and data systems
• Ability to write clear and grammatically correct letters, memos, and reports
• Strong organizational skills
• Strong attention to detail
• Medical and Social Work terminology
• Ability to maintain accurate records and files
• Ability to receive feedback and make necessary corrections
• Must possess strong human relations skills to communicate and work effectively within a culturally diverse work environment and community
• Demonstrated ability to work independently and as part of a team
• Ability to maintain strong and positive work relationships in complex work environments
• Ability to embrace and support Akin’s commitment to fostering an inclusive organization

WORKING ENVIRONMENT:

This job is performed in a professional office environment. The following list is representative of the work environment employees encounter while performing the essential functions of this job:

• Moderate noise (i.e. business office with computers, printers, phones)
• Typical office lighting and temperatures
• Moderate interruptions
• Ability to work in a confined area
• Ability to sit at a computer for an extended period

HYBRID WORK ARRANGEMENTS:

Hybrid work is a benefit of Akin’s flexible workplace but cannot be offered for all positions. Some positions require daily presence in the office. Hybrid work arrangements may be adjusted or rescinded based upon business needs.

PHYSICAL DEMANDS:

• While performing the essential duties of this job, the employee is regularly required to stand, sit, talk, hear, and use hands and fingers to operate a computer and telephone keyboard; occasionally to reach, stoop and kneel
• Specific vision abilities required by this job include close vision requirements due to computer work
• Regular, predictable attendance is required

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

MINIMUM QUALIFICATIONS:

• High school diploma with three to five years relevant experience in program assistance or social services
• Knowledge of EMR Systems
• Proof of a one-step Mantoux TB skin test prior to start of employment. For those previously tested positive, documented proof of treatment from a doctor or a negative chest x-ray must be provided
• CPR and First Aid upon hire or within 30 days of hire
• May require Agency Affiliated Counselor credential after hire
• HIV/AIDS and Blood borne Pathogens training required – within 30 days
• A valid driver's license and a favorable driving record, with no more than three violations within the past three years

PREFERRED QUALIFICATIONS:

• Experience with data entry, scheduling, or office software systems

• Experience in social services, healthcare, or nonprofit environments helpful but not required

• Familiarity with EMR or data systems a plus

SALARY RANGE AND BENEFITS:

We provide a comprehensive benefits package, including competitive pay, medical, dental and retirement benefits and paid time off. As required by various pay transparency laws, we share a competitive range of compensation for candidates hired into each position.
The target starting pay for this position is $23.51-$27.62, typically within the first half of the range. Actual offers will be based on individual qualifications relevant to the role and will not take an applicant’s pay history into account.
The range above allows our employees room for growth during their tenure in the position.