Background

The Administrative Support Specialist positions at Wellmore Inc. could be responsible for any combination of the following functions occurring in the front desk/billing area of the Child Outpatient department. General areas of functions include greeting clients and families, answering telephones, taking referrals for all programs, handling crisis calls, billing, data entry, verifying client information, filing, assist doctors, process third party requests for information and other general administrative support functions.

Responsibilities

1. Enter/Maintain treatment provider appointments in the scheduler system.

2. Greet and check in clients and their families for appointments.

3. Verify that client information in the computer system is accurate including insurance, phone number, address, etc. Update as necessary.

4. Copy the insurance card for the billing file and collect co-pays/fees from the family at the time of arrival.

5. Announce the client’s arrival to his/her treatment provider (i.e. clinician).

6. Answer, receive and respond appropriately to incoming calls, forward calls to the proper individual, and take messages as necessary.

7. Take basic referral information and follow the appropriate triage protocol established by the clinical team.

8. Assist with orientation meetings and prepare complete orientation packets with all necessary documentation.

9. Complete and mail all signed releases of information from new/returning client enrollment.

10. Set up evaluations in clinicians’ schedules.

11. Follow up and send required notices for any orientation or evaluation cancellations, no shows or reschedules.

12. Open and close all case files for all programs and maintain filing.

13. Process doctors' encounter forms for billing including verifying progress notes to encounter forms and entering them into software for bill processing.

14. Process all third-party release requests.

15. Assist as needed with doctor-related daily processing and follow-up.

Qualifications

• Have the ability to maintain the utmost confidentiality of both agency and client matters.
• Be capable of working as part of a team.
• Communicate effectively with both families and professionals (in writing and verbally).
• Have the ability to maintain a flexible work schedule
• Bilingual Spanish-English required.

Requirements

High school diploma or equivalent. Experience in standard office procedures, customer service, greeting clients, and/or working with children and families is necessary. Previous computer experience, including data entry, is required. Office 365 including Outlook email experience is preferred. Valid driver’s license with a good driving record.

Location: Waterbury (FREE parking)

Schedule: 8:30-5:00 PM, Monday - Friday with one day per week; 11:30 AM-8:00 PM

Pay rate: $17/hr.