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Behavioral Healthcare Administrative Coordinator

2 months ago

Framingham, Massachusetts, United States South Middlesex Opportu Full time
Job Overview

POSITION SUMMARY

The role involves providing comprehensive administrative and client support for the outpatient clinic associated with Behavioral Healthcare. This position is essential in assisting the Office Manager with administrative training and ensuring adequate coverage. The Administrative Coordinator will serve as a liaison for clients, addressing and resolving billing and service-related inquiries. Responsibilities include welcoming clients and performing various administrative tasks as required, while also supporting the medical team.

KEY RESPONSIBILITIES

  • Welcome clients, manage phone communications, gather and process client information, forms, and payments, update demographic or insurance details as necessary, and coordinate new appointment scheduling.
  • Review the request file for necessary forms and distribute them to clients for completion.
  • Notify staff regarding client arrivals and any payment issues.
  • Assist clients in navigating financial and billing concerns.
  • Collaborate with Billing Staff to resolve client financial matters as required.
  • Handle requests for the release of medical records.
  • Support the training of new staff members.
  • Provide backup assistance to the Senior Office Manager when necessary.
  • Offer support to the front office receptionist and night administrator as needed.
  • Assist the Medical team as required.
  • Participate in engagement team meetings as requested, ensuring effective communication with clients and staff across various departments.
  • Engage with clients to understand and address their needs, whether within or outside the defined scope of work.
  • Maintain confidentiality of client, employee, and agency information in compliance with federal and state regulations as well as funder requirements.
  • Ensure adherence to program/department, agency, and funder guidelines, alongside SMOC policies and procedures.
  • Perform additional duties as assigned.

QUALIFICATIONS AND SKILLS

  • Previous experience in a medical reception or administrative role is preferred.
  • Possess a friendly demeanor and strong organizational abilities.
  • Exhibit attention to detail.
  • Ability to work collaboratively as part of a team.
  • Proficient in computer applications, including Word and Excel.
  • Demonstrate strong customer service skills, particularly in verbal communication.
  • Have a solid understanding of client billing processes and clinic HER systems (Care Logic).
  • Bilingual proficiency is required (English and Spanish).
  • Trilingual capabilities (English, Spanish, and Portuguese) are preferred.
  • Adhere to a Business Casual dress code.

ORGANIZATIONAL STRUCTURE

  • This position reports directly to the Framingham Office Manager.
  • Indirect reporting to the Financial/Operations Manager.
  • No direct reports for this position.

WORK ENVIRONMENT

Work hours may vary, and night coverage is a requirement. This position entails direct or incidental contact with clients served by SMOC across various programs funded or administered through the Executive Office of Health and Human Services. A successful background check is mandatory.

South Middlesex Opportunity is an equal opportunity employer committed to fostering diversity in the workplace.