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Administrative Assistant - Behavioral Health Clinic

Job Title : Administrative Assistant

Department: Behavioral Health

Reports To: Director of Social Services

Status: Full-Time, Part-time Non-Bargaining Non-Exempt

Position Available: Immediately 

Primary Purpose: Provides administrative support to the Behavioral Health Clinic and Director.


Essential Duties and Responsibilities:

  • Greet and assist patients, visitors and staff.

  • Coordinates therapists’ schedules, entering appointments, entering appointments into EMR.

  • Calls all patients to schedule initial and ongoing appointments.

  • Places patient reminder calls the day before the scheduled appointment.

  • Communicates with physician offices and insurance companies.

  • Assures appropriate referral documentation and insurance pre-authorizations are received.

  • Provides ongoing reports and communication as needed to referring physicians.

  • Works collaboratively with the Director of Revenue Cycle to assure referrals, preauthorization and other insurance requirements are met to enable billing and receipt of payment for services.

  • Prepares and maintains departmental patient and administrative files.Assists Director by maintaining behavioral health clinic professional staff in-service education, competency, and evaluation and licensure records.

  • Answer telephone phone calls promptly and relaying messages to appropriate personnel.

  • Resolve patient or visitor questions and/or directs to the appropriate resource.

  • Assist Director with employee timekeeping; maintains employee schedules and tracks time off requests.

  • Assist the director in coordinating new hire interview and selection process.

  • Orders and maintains departmental patient care and office supplies. Follows purchase requisition procedures.

  • Complies with all hospital and departmental policies and procedures, safety program requirements, corporate compliance program standards of conduct, all applicable statutes, rules and regulations.

  • Maintains skills and knowledge through participation in educational programs, reading literature, attending workshops, and maintains affiliation with profession’s organization if applicable.

  • Performs other duties assigned.

Physical Demands:

  • Prolonged standing and walking.

  • Occasional bending, stooping, reaching, and sitting.

  • Use hands to handle, control or feel objects, tools, or controls.

  • Repeat the same movements.


Mental Demands:

  •  High concentration and alertness level required, with frequent attention to detail.

  • Motivated self-starter; results driven with strong desire to succeed.

  • Focus on one source of sound and ignore others.


Communication Demands:

  • Communicate directly, clearly and effectively with supervisor, other employees and department heads.

  • Professional phone etiquette with regards to patient confidentiality and using professional language and courtesy.

  • Coordinate work with employees and department heads in a professional manner.

  • Be approachable; relate well to others; be receptive to feedback and articulate clearly.

  • Actively listens and get clarification to identify and resolve problems in a timely manner.

  • Speaks clearly and persuasively in positive or negative situations.

  • Be able to work with others in a team environment.



  • Excellent verbal communication skills.

  • Ability to communicate information to employees and department heads in a clear and concise manner.

  • Ability to work with a team and to carry out assignments to completion within parameters of instructions given, prescribed routines and standard acceptable practices.

  • Computer literate with working knowledge of MS applications, particularly Outlook.

  • Ability to prioritize tasks by importance.

  • Excellent time management skills.



High school diploma or equivalent.



  • One (1) year healthcare administrative experience preferred.

  • CERNER experience preferred.

  • Microsoft Office experience preferred.

  • One (1) year Customer service skill and experience preferred.


The above information has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required doing this job. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

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