• Administrative Assistant - Outpt Behavioral Health

    Job Locations US-ME-Brunswick
    Job ID
    Job Type
    Regular Part-Time
    Addiction Resource Center
    Days 8:00-4:30
    Hours per Week
  • Overview

    The PPH and SMHS Administrative Assistant performs reception and clerical tasks for program clinical and Supervisory staff; performs administrative intake functions, pt. registration, and billing for all clinical services within these programs.   This position independently provides maintenance of data collection, entry and display of required program statistics, and works collaboratively with Program and Administrative Coordinators on the completion of required quarterly reports.


    • Abide by Federal Confidentiality and HIPAA Regulations in the performance of all job tasks and in all forms of communication
    • Maintain account and supplies from MatMan system, print shop, and Food Services for D-IOP and PPH programs.
    • Answer telephone inquiries about program and triage calls to appropriate clinical staff.
    • Schedule client appointments for SMHS M.D., register and bill Outpatient ECT Consults.
    • Greet clients; verify demographic information and provide orientation of the building.
    • This position is required to register clients in CPSI, complete tracking for daily program and professional charges, conduct discharges and re-registrations for re-occurring accounts, per 90 days.
    • Send list of billed SMHS charges to medical records for coding.
    • Responsible for creating chart packets and breaking them down, forwarding closed PPH charts to Medical Records.
    • Conduct initial chart audits for closed SMHS and PPH programs.
    • Ensure that proper releases have been signed and send out appropriate correspondence.
    • Take phone messages; performs typing, filing, faxing and copying tasks as required
    • Uses chart link to obtain pertinent data from previous treatment episodes, current dictations or lab results.
    • Maintain statistics for both programs to include:PPH monthly census, quarterly pt. satisfaction results for both programs, prepares monthly Service Delivery Reports for SMHS program to include Performance Indicators, identified Outcomes and  financial summaries  for hospital accounting and Division Directors.
    • Separate and distribute incoming mail to staff
    • Coordinate tasks and coverage with other support staff personnel.
    • Perform other duties as assigned by OPBH Director, Office Manager Outpatient Behavioral Health, or Program Coordinators


    • High School graduate
    • Experience in office management/administrative work
    • Ability to work with diverse populations
    • Intermediate proficiency with MS Excel, Outlook, Access Data Base


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