Administrative Assistant

JOB RESPONSIBILITIES

To provide critical administrative support to the Outpatient, TCM, and Admissions departments, ensuring timely client assignment, efficient waitlist and prior authorization management, accurate documentation, and robust productivity tracking.

CLIENT ASSIGNMENT FLOW

·        Review assignment request forms submitted by providers.

·        Check the waitlist and authorization validity.

·        Assign clients and update EMR.

·        Notify providers of assignment via email

WAITLIST MANAGEMENT

·        Add new referrals and transfers to the waitlist.

·        Monitor weekly waitlist client calls.

·        Update EMR and waitlist upon assignment, transition, or discharge.

·        Verify monthly insurance eligibility for all clients in waitlist.

PRIOR AUTHORIZATION MANAGEMENT

·        Review and submit authorization request forms based on insurance requirements.

·        Coordinate additional documentation needed by funding source/insurance.

·        Enter authorization numbers into request forms and submit to billing/funding source.

·        Access and use insurer portals.

DOCUMENTATION REVIEW

·        Audit and export documentation flagged by AI.

·        Approve or reject documentation as instructed by the quality review team.

·        Review case transfers forms for completeness.

CASELOAD AND PRODUCTIVITY REPORTING

·        Generate and distribute weekly reports.

·        Caseload, transitions/discharges, productivity, and compliance reports.

·        Coordinate with quality review team on staff caseload adjustments.

CUSTOMER SERVICE DUTIES

1.      Responds and attends to inquiries from clients/guardians, other agencies/individuals, independent contractors, etc.

regarding assignment of cases.

2.      Communicates with other departments, case workers, and various referral sources.

3.      Works in cooperation with other departments within the agency.

OTHER DEPARTMENT DUTIES AS ASSIGNED

1.      Attends and participates in staff development training and workshop.

2.      Enters data as required in Lauris Electronic Medical Records System.

3.      Generates correspondence as required.

4.      Other department duties as assigned.

EDUCATION REQUIREMENTS

*       Minimum of High School or equivalent and 5 years of experience in administrative duties.

*       Associates degree in Business or related field preferable.