Job Title: Administrative Assistant

FLSA: Non-Exempt

Reports To: Director of Family Based Mental Health Services

Department: Family Based Mental Health

Summary:

The Administrative Assistant for the Family Based Program provides essential administrative and coordination support to ensure the smooth operation of services for children and families. Key responsibilities include managing incoming referrals, securing service authorizations, coordinating patient care logistics, submitting routine reports, and assisting with audit preparation. This role requires strong organizational skills, attention to detail, and the ability to communicate effectively with internal teams and external stakeholders. The Administrative Assistant plays a vital role in supporting clinical staff and maintaining compliance with program standards across all family based programs.

In addition to the details and requirements for the employee listed below, Laurel Life expects the employee be committed to incorporating principles of trauma informed care in all areas of service delivery. Commitment to these principles in trauma treatment will be required through attendance in trainings and use of identified evidence-based practices. Trauma informed care includes cultural sensitivity and emphasizes a safe and respectful environment for all clients and staff.

Duties and Responsibilities:

· Manage and all track incoming referrals (phone, email, fax)

· Registers new patients and updates current patients in the Electronic Health Record (EHR) entering all required referral and demographic information into patient profile. Obtains required documentation;

· Complete care coordination and communication requests with stakeholders (intake, discharge, ISTP notices)

· Confirm patient insurance coverage with bi- monthly verification checks

· Filing or scanning documents into electronic health record

· Assist with monthly audits of patient charts

· Completes quality assurance checks and phone calls

· Assists FBMH Supervisors in completion of payroll

· Submit reports to the county or MCO as needed

· Demonstrates commitment to professional growth by attending all required meeting, trainings, and organizational trainings;

· Maintain an active valid driver's license issued by state in which they reside and must immediately notify their supervisor or Human Resources if their license is suspended or revoked for any reason.

· May perform other duties, activities, or special projects as requested by the division director, Vice President, CFO or CEO.

Educational Qualifications:

· A minimum high school diploma is required.

· Knowledge of clerical and behavioral health and insurance authorization processes is preferred.

· Knowledge about health insurance, pre-authorization, insurance verification, medical terminology preferred

Work Experience:

One year of experience working in an electronic health record and providing customer service interactions with children, adolescents and their families in an office setting is preferred.

Skills:

· Excellent time management skills and ability to multi-task and prioritize work

· Empathetic with patient needs and concerns

· Ability to establish and maintain effective working relationships with patients, other employees, and the public.

· Must have excellent customer service skills

· Able to work in a fast-paced and demanding work environment

· Must have a team mentality, flexibility and willingness to learn

· The ability to communicate effectively, multi-task and work under pressure is the key to success in this position, which also requires attention to detail and a commitment to achieving consistent customer satisfaction.

· The ability to uphold HIPAA compliance is mandatory.

· Must exercise good judgment and discretion

Working Conditions:

· General office setting.

· Occasional travel required 3-4 times per month to program locations to meet program needs.

· Some clientele may at times be verbally abusive or disrespectful.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of responsibilities, duties, and skills required or personnel so classified.

This job description is not intended to be a contract of employment with the employee. The employee covered by this job description is an at-will employee of Folium.