FLSA Status: Non-Exempt

Pay Rate: $18.25 (35 hours per week)

Location: 1412 Sweet Home Rd, Amherst, NY 14228

SUMMARY OF DUTIES

The Senior Counselor Assistant (Senior CA) is responsible for the day to day operations of the front offices of various BestSelf Behavioral Health programs. The Senior CA is expected to perform the secretarial, clerical, data entry and processing duties of their respective program. The Senior CA is also expected to provide exceptional customer service, help consumers with their appointments by utilizing appropriate (Electronic Medical Records) EMR's and care for BestSelf Behavioral Health clients.

POSITION RESPONSIBILITIES

• Handle and manage office change fund as requested or applicable.
• Order and manage office supplies as requested or applicable.
• Assists Office Manager in regular meetings as requested by the Office Manager.
• Monitoring and contacting clients, to include those identified as high risk, with no recent contact or no next appointment scheduled
• Reaching out to collaterals and outside providers (PCP, insurance companies, inpatient, and detox facilities) involved in client care to request information
• Prepare/Stage documentation such as discharges, for counselors to complete
• Coordinates and schedules necessary appointments
• Greet all visitors that come to the office and notify appropriate staff of their arrival as applicable.
• Manage and maintain the waiting room area, including cleanliness and sanitation.
• Open and close the front office as needed.
• Manage the consumer arrival and departure process by check- in, schedule and reschedule appointments.
• Meets agency Key Performance Indicators.
• Input and update consumer charts as needed or requested.
• Update insurance information by sending an email to Insurance Verification Team.
• Obtain paperwork for clients without insurance for sliding scale fee.
• Request and obtain payments for services.
• Performs filing, photocopying, general document creation, type letters, memos, and reports as needed.
• Answer and route incoming phone calls.
• Receive and distribute interoffice mail, incoming faxes, postal mail, and deliveries.
• Monitor building cameras for unusual activity and report to supervisor as applicable.
• Monitors incoming faxes daily and forwards/scans appropriately.
• Completes registration and required paperwork for new consumers during same day access.
• Obtain Release of Information (ROIs) paperwork yearly and as needed for clients.
• Review and complete site specific reports on a regular scheduled basis.
• Schedule all telehealth services and send links requesting telehealth payments to clients
• Scans consumer documents into the EMR
• Completes daily scheduled audits (check in/no shows)
• Enter new clients & program participation into appropriate Electronic Medical Records Databases.
• Manages client transportation needs including Medicaid Answering Services (MAS) system as applicable.
• Maintains client confidentiality at all times following all agency and HIPPA policies.
• Prepare letters to request medical records and client authorizations and maintain a log of requests and record received per HIPAA compliance regulations. (Health Home only)
• Track purchase order requests. (Health Home only)
• Analyzes & completes regular monthly reports (PROS only)
• Sends Primary Care Physician (PCP) & other providers correspondence letters as well as outreach letters to current clients. (PROS only)
• Keep track of all in-going and out-going clients on daily sign in sheet (PROS only)
• Entering program participation from sign in sheets into EMR (PROS only)
• Proofreads group notes and documents internally (PROS only)
• Obtain additional client signatures per counselors requests. (PROS only)
• Assigns, removes, and updates client encounters in EMR as needed. (PROS only)
• Updates all informational excel spreadsheets daily. (PROS only)
• Perform reminder calls for med management appointments. (PROS only)
• Sort & maintain all incoming invoices as well as obtain Program Director signature and send to accounts payable. (PROS only)
• Completes all trainings required by the agency.
• Performs all other duties as assigned.

QUALIFICATIONS

• High School Diploma (or equivalency) plus at least 1 year of experience in a medical office or in customer service setting.
• Must have the ability to complete assigned tasks with autonomy.
• Must have experience using basic office technology including the full Microsoft Suite (Word, Excel, Outlook, Teams), copiers, faxes, scanners, phones.
• Experience using Electronic Medical Records databases preferred.
• Ability to adapt and learn new programs.
• Ability to work flexible schedule, including evenings, weekends, and holidays.
• Must have ability to exercise empathy to be able to effectively and appropriately assist, either in person or by phone, all clients, especially individuals in crisis.
• Excellent communication skills and working relationships with all stakeholders in the agency.
• Experience with phone triaging skills, preferred.
• Ability to multi-task and be organized in a fast paced environment.
• Reliable transportation with ability to travel between sites as needed.
• Ability to maintain confidentially.
• Understanding of basic insurance terminology (copay, deductible, co-insurance, etc) preferred.

Some things you can look forward to:

• Welcoming, team environment, that inspires you to thrive and be your BestSelf!
• Rewarding work experience!
• Generous paid time off
• Flexible schedule
• Various student loan forgiveness programs
• Multiple and diverse health insurance options
• Many other unique lifestyle & personal insurance options
• Tuition reimbursement
• CASAC certification tuition support
• Professional license/certification renewal reimbursement
• Defensive driving course reimbursement (if required for position)
• Career growth and advancement opportunities
• We look forward to telling you more!