Office Manager

at  Covenant Family Solutions

Unlock Your Potential as an Office Manager! Join the Dynamic Team at Covenant Family Solutions! Are you a skilled Administrative Professional with a passion for healthcare administration? Covenant Family Solutions is seeking an Administrative Assistant II to be an integral part of our team, ensuring the smooth and efficient daily operations of our clinic. This is not just a job; it’s an opportunity to contribute to the success of a thriving behavioral health clinic.

Key Responsibilities That Define Your Impact: Education and Experience to Excel:

• Lead individual meetings with Administrative Assistants and Client Care Specialists.
• Facilitate site meetings with the Senior Clinician.
• Develop and implement training plans for new Administrative Assistants and Client Care Specialists.
• Conduct interviews for Administrative Assistants and Client Care Specialists.
• Manage performance and complete performance reviews for direct reports.
• E-file involuntary committal paperwork with the courts.
• Provide clients with community resource information.
• Schedule and organize Lunch and Learns.
• Perform all job responsibilities of an Administrative Assistant and Client Care Specialist as needed.
• Take medication concerns and refill requests from clients, provide information to providers, and follow up on recommendations.
• Assist with GeneSight Tests and upload lab results into the Electronic Health Record.
• Handle prior authorizations and communicate with insurance companies and clients.
• Send out client discharge, late cancel, and no-show letters per provider request.
• Assist providers with completing social security administration/disability forms.
• Audit files with assistance from the Senior Clinician.
• Run clinic-specific reports such as batch eligibility, encounter reports, and active client lists.
• Track and assist with clinic quarterly goals.
• Ensure clinic meets productivity and capacity expectations with assistance from the Regional Clinic Director.
• Establish and maintain emergency procedures for the clinic.
• Maintain office supply inventory and complete orders.
• Handle communication with the clinic landlord for maintenance needs.
• Check and distribute mail daily.
• Enter weekly encounter numbers of provider sessions into a spreadsheet.
• Assist with regional phones as needed.
• Participate in various meetings including leadership, site, and administrative meetings.
• Uphold Covenant Family Solutions core values.
• Perform other duties as assigned.

Required Skills and Abilities:

• Competencies/Qualifications:
• Exceptional customer service skills.
• Ability to work collaboratively with multiple teams.
• Proficiency in facilitating meetings.
• Handling of confidential and time-sensitive information.
• Excellent communication skills.
• Meticulous attention to detail.
• Advanced knowledge of Microsoft Office, especially Excel.
• Bachelor’s degree in healthcare administration or a related field is preferred.
• Proficient in all Microsoft Office 365 products.
• Minimum two years of administrative experience in the medical field, with behavioral health experience preferred.
• Certified Medical Assistant preferred or a strong understanding of medication management.
• Leadership or supervisory experience preferred.

Why Choose Covenant Family Solutions? Join a dynamic team committed to making a positive impact in behavioral health! We offer a collaborative work environment, ongoing professional development opportunities, and a chance to contribute to the success of a growing healthcare organization. Ready to Elevate Your Administrative Career? Apply Now and Be a Key Player in Our Clinic’s Success! #AdministrativeAssistantII #CovenantFamilySolutions We are an equal-opportunity employer.
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• Lead individual meetings with Administrative Assistants and Client Care Specialists.
• Facilitate site meetings with the Senior Clinician.
• Develop and implement training plans for new Administrative Assistants and Client Care Specialists.
• Conduct interviews for Administrative Assistants and Client Care Specialists.
• Manage performance and complete performance reviews for direct reports.
• E-file involuntary committal paperwork with the courts.
• Provide clients with community resource information.
• Schedule and organize Lunch and Learns.
• Perform all job responsibilities of an Administrative Assistant and Client Care Specialist as needed.
• Take medication concerns and refill requests from clients, provide information to providers, and follow up on recommendations.
• Assist with GeneSight Tests and upload lab results into the Electronic Health Record.
• Handle prior authorizations and communicate with insurance companies and clients.
• Send out client discharge, late cancel, and no-show letters per provider request.
• Assist providers with completing social security administration/disability forms.
• Audit files with assistance from the Senior Clinician.
• Run clinic-specific reports such as batch eligibility, encounter reports, and active client lists.
• Track and assist with clinic quarterly goals.
• Ensure clinic meets productivity and capacity expectations with assistance from the Regional Clinic Director.
• Establish and maintain emergency procedures for the clinic.
• Maintain office supply inventory and complete orders.
• Handle communication with the clinic landlord for maintenance needs.
• Check and distribute mail daily.
• Enter weekly encounter numbers of provider sessions into a spreadsheet.
• Assist with regional phones as needed.
• Participate in various meetings including leadership, site, and administrative meetings.
• Uphold Covenant Family Solutions core values.
• Perform other duties as assigned