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Receptionist/office Assistant
3 months ago
**Company Overview**:
Heart Line and AJ Falkers Counseling DBA Amayla Empowerment is a dynamic mental health clinic dedicated to providing compassionate care and support to individuals experiencing mental health challenges. We are committed to creating a welcoming and inclusive environment where individuals can receive the assistance they need to lead fulfilling lives. As we continue to expand our services, we are seeking a dedicated Receptionist/Office Assistant with expertise in behavioral health billing to join our team.
**Job Summary**:
**Key Responsibilities**:
1. _**Reception Support**:_
- Manage front desk operations including answering phones, scheduling appointments, and greeting clients.
- Maintain organized filing systems for client records, billing documents, and administrative paperwork.
- Scheduling and calendar management for the entire practice.
- Coordinating travel plans, including booking flights, hotels, and transportation. Preparing travel itineraries and expense reports.
- Arranging meeting logistics, such as reserving conference rooms, preparing materials, and coordinating catering if necessary. Attending meetings to take minutes and follow up on action items.
- Supporting project managers or teams with administrative tasks such as scheduling meetings, tracking progress, and preparing project documentation.
- Assist clinicians and staff with administrative tasks as needed, including data entry, correspondence, and document preparation.
- Assist executives with all administrative tasks when needed.
- Handling miscellaneous tasks as needed, such as photocopying, scanning, filing, and running errands.
2. _**Office Assistance**:_
- Oversee day-to-day office operations to ensure a smooth and efficient workflow.
- Order office supplies, equipment, and maintain inventory as needed.
- Coordinate with vendors, service providers, and building management to address facility needs.
- Ensuring the office environment is well-maintained, including managing office supplies, equipment, and facilities, as well as overseeing office cleanliness and safety.
- Assisting with HR functions such as onboarding new employees, maintaining employee records, and coordinating employee benefits and payroll.
- Coordinating office events, meetings, and conferences, including logístical arrangements, catering, and agenda preparation.
- Ensuring compliance with company policies, procedures, and regulations, as well as implementing and enforcing office policies as needed.
- Contributing to strategic planning and decision-making processes, identifying areas for improvement, and implementing initiatives to enhance office efficiency and productivity.
3. _**Billing**:_
- Process insurance claims for mental health services provided to clients, ensuring accuracy and compliance with billing regulations.
- Verify insurance coverage and obtain necessary authorizations for services.
- Follow up on outstanding claims, denials, and appeals to maximize reimbursement and minimize billing errors.
- Maintain up-to-date knowledge of insurance billing guidelines and mental health billing codes.
- Enter all accounts receivable into the Electronic Health Record(s).
4. _**Client Communication**:_
- Communicate with clients regarding billing inquiries, insurance coverage, and payment options.
- Provide support and assistance to clients navigating insurance-related matters.
- Collect all referral information, and enter it into the Electronic Health Record(s).
- Communicate with patients, guardians, and other agencies all processes to perform the most effective transitions.
- Provide phone calls primarily within communication with patients, guardians, and other agencies.
5. _**Compliance and Documentation**:_
- Ensure compliance with HIPAA regulations and maintain confidentiality of client information.
- Maintain accurate and detailed records of billing transactions, client communications, and administrative activities.
- Maintaining organized and up-to-date records, including filing systems, databases, and document management.
**Qualifications**:
- Bachelor's degree preferred, but not required, or equivalent work experience in administrative roles.
- Prior experience in a medical or behavioral health office setting is highly desirable.
- Knowledge of billing procedures, insurance claims processing, and reimbursement practices preferred.
- Excellent organizational skills with the ability to multitask and prioritize responsibilities effectively within a fast-paced and ever-changing work environment.
- Strong attention to detail and accuracy in data entry and record-keeping.
- Exceptional communication and interpersonal skills, with a customer service-oriented approach.
- Ability to work independently and collaboratively in multiple service locations with multiple agencies and personnel.
- Uphold composure and utmost professionalism at all times.
**Locations of Position**: Tomah, Sparta, La Crosse, and New Lisbon
**Rate of Pay**: $12.00
