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Administrative Support Specialist

2 months ago

Oklahoma City, Oklahoma, United States Restorative Alternative Wellness, Inc. Full time
Job Summary:

The Administrative Support Specialist will play a critical role in providing 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.

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.