Administrative Support Specialist

12 hours ago

Oklahoma City, Oklahoma, United States Restorative Alternative Wellness, Inc. Full time
Job Title: Administrative Support Specialist

Restorative Alternative Wellness, Inc. is a reputable mental health facility dedicated to providing comprehensive care and support to individuals facing mental health challenges. We are seeking a dedicated and empathetic Administrative Support Specialist to join our team and contribute to the smooth functioning of our facility.

Job Summary:

The Administrative Support Specialist will be responsible for providing essential administrative support to our mental health facility. This role requires excellent organizational skills, attention to detail, and the ability to handle sensitive information with confidentiality. The Administrative Support Specialist will assist in coordinating patient appointments, maintaining records, managing correspondence, and facilitating effective communication within the facility.

Responsibilities:
  • Patient Coordination:
    • Schedule appointments for patients, ensuring efficient utilization of clinicians' time and prompt service for clients.
    • Communicate with patients to confirm appointments, provide reminders, and handle appointment rescheduling or cancellations.
    • Maintain accurate and up-to-date patient records, including demographic information, medical history, and consent forms.
    • Ensure patient confidentiality and compliance with HIPAA regulations in handling and storing sensitive information.
  • Administrative Support:
    • Assist in managing the front desk, answering phone calls, greeting visitors, and providing general information about the facility's services.
    • Handle incoming and outgoing mail, email correspondence, and other forms of communication.
    • Prepare and maintain documents, reports, and forms related to patient records, billing, and facility operations.
    • Order and maintain office supplies, ensuring availability and proper inventory management.
  • Data Entry and Recordkeeping:
    • Enter and update patient information, treatment plans, and billing details in electronic health records (EHR) systems or other designated databases.
    • Maintain accurate and organized physical and electronic filing systems for patient records, reports, and administrative documents.
    • Assist in generating reports, statistical data, and other information as requested by supervisors or regulatory bodies.
  • Facility Coordination:
    • Coordinate with internal departments, clinicians, and support staff to facilitate smooth operations within the facility.
    • Assist in office tidiness (take out trash, vacuum, etc.
    • Collaborate with insurance providers, billing departments, and external stakeholders to ensure accurate and timely processing of insurance claims and payments.
    • Assist in coordinating meetings, trainings, and workshops, including scheduling, preparing materials, and arranging logistics.
  • Communication and Customer Service:
    • Provide exceptional customer service to patients, visitors, and staff members, demonstrating empathy, professionalism, and a helpful attitude.
    • Assist in triaging phone calls and inquiries, directing them to the appropriate individuals or departments.
    • Communicate effectively with clinicians, therapists, and administrative staff to relay messages, gather information, and ensure timely responses.
Qualifications:
  • High school diploma or equivalent. Additional education or certifications in healthcare administration or related fields is a plus.
  • 2 years of experience in an administrative support role, preferably in a healthcare or mental health setting.
  • Familiarity with medical terminology, electronic health records (EHR) systems, and HIPAA regulations.
  • Proficiency in Microsoft Office suite and other relevant software applications.
  • Excellent organizational, time management, and multitasking skills.
  • Strong attention to detail and accuracy in data entry and recordkeeping.
  • Empathetic and compassionate approach to working with individuals experiencing mental health challenges.
  • Excellent communication and interpersonal skills.
  • Ability to maintain confidentiality and handle sensitive information with discretion.

Restorative Alternative Wellness, Inc. is an equal opportunity employer and values diversity in the workplace. We offer competitive compensation, a supportive work environment, and opportunities for professional growth and development.

Beginning pay will be $16 an hour (26 hours a week) Monday 9am to 2pm, T-Thru 11am to 5 pm with a review after 90 days to determine a raise. The person will be on part-time employee status to work towards full-time within the next 6 months.

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