Administrative Assistant, Brenner Center - Newton Center, United States - William James College, Inc.

Description

Job Description

Position Summary

William James College is currently seeking a full-time administrative assistant to help oversee and complete a variety of tasks for the Brenner Assessment and Consultation Center. Our clinic sees clients from preschool aged through adulthood but focuses on school aged children primarily. Housed within a graduate school of psychology, we are a training clinic that values collaboration, on-going learning and a passion for serving individuals from historically underserved populations. Some prior experience with billing and mental health is preferred.

Essential Functions

• Work closely with the program director to create procedures suited to clinical needs, such as creating a calendar system to track testing appointments and determine when to bill.
• Check intake documentation, insurance status and obtain pre-authorizations
• Case management and systems development tasks, including helping to create and oversee systems for tracking cases from referral through billing, communicating with clients, tracking and documenting receipt of signed paperwork, managing intake and follow up paperwork; maintaining database of ongoing assignments, managing in intake department, assigning cases, and completing pre-authorization paperwork for billing
• Managing disputes with insurance companies as needed
• Managing the waitlist for assessment cases, including assigning appropriate cases to various groups and alerting the Billing Specialist to obtain authorizations
• Complete billing sheets for specific programs including staff and Advanced Assessment students.
• Responsible for overseeing and streamlining a team of work-study students including; signing off on hours, coordinating schedules, managing and submitting invoices for team of interpreters, oversite for tasks assigned to work-study students, hiring and training work-study students to work in the intake office, helping to oversee and streamline the intake department for Brenner, and overseeing the process of scanning health records for Brenner
• Serve as an expert for Intake Department staff to answer questions about paperwork, insurance eligibility, billing, waitlist, case closures, and managing challenging phone calls
• Serve as a backup Intake Coordinator to cover incoming messages and new client inquiries.
• Clerical assignments, which will include scheduling for the department manager, organizing files, copying, scanning, faxing, filing, organizing the testing closet and ordering testing materials as needed, managing room reservations for students, and helping to generate demographic information for reporting
• Ensure that all paperwork for testing cases is received and properly filed

Qualifications

• Bachelor's degree preferred and three years of job-related experience, or equivalent combination of education and/or experience
• Strong written and verbal communication skills
• Strong organizational and time-management skills
• Strong administrative skills with prior experience in an administrative setting
• Excellent data entry skills
• Customer-service oriented with excellent interpersonal and problem-solving skills
• Ability to multi-task and work under pressure
• Strong attention to detail is critical
• Familiarity with technology is essential including: Microsoft Office products (Word, Excel, Outlook) and Teams
• Applicant must be able to assume employment in the U.S. without College sponsorship

Application Instructions

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3. Applications will be reviewed when submitted, and considered until the position is filled.

William James College is an institution and a community committed to the principles of excellence, fairness and respect for all people. Our Inclusive Excellence model infuses diversity, equity and inclusion efforts into the core of institutional functioning to realize the educational benefits of diversity both locally and globally. We are committed to strengthening communities, including our workplace, by fostering the development of the intercultural competencies necessary for change agents in an increasingly complex, pluralistic society.