Administrative Support Specialist Caribou Outpatient

AMHC is looking for an Administrative Support Specialist to play a vital role in supporting clinical staff and ensuring the smooth organized delivery of outpatient services.

This position serves as a key point of contact for clients and visitors maintains administrative and billing records and contributes to a welcoming patient-centered environment.

The Administrative Support Specialist works collaboratively with interdisciplinary teams and supports the overall efficiency of the outpatient office.

Essential Duties & Responsibilities

Client Services

• Serve as the primary point of contact for clients and visitors
  
• Complete administrative components of client intakes and establish Electronic Service Records (ESR)
  
• Collect payments at the time of service and establish client fees and payment plans as needed
  
• Maintain staff schedules and conduct appointment reminder calls/texts
  

Billing & Financial Management

• Process daily deposits maintain petty cash (if applicable) and follow agency money controls
  
• Track insurance authorizations and submit extension requests as needed
  
• Verify insurance information and collaborate with the Claims & Reimbursement Team to resolve billing issues
  

Case Record Management

• Maintain and update administrative components of the Electronic Service Record
  
• Run reports related to client administrative functions
  
• Scan and manage external documentation within the ESR
  
• Maintain purge and prepare paper files for secure destruction
  
• Fulfill external record requests
  

General Administrative Support

• Answer phones and route calls appropriately
  
• Order and maintain office supplies
  
• Coordinate with IT for equipment needs and troubleshooting
  
• Process mail and inter-office correspondence
  
• Provide clerical support including scanning copying faxing and mailing
  
• Ensure compliance with agency policies and procedures
  
• Assist with staff orientation and training
  
• Support satellite offices as requested
  

Additional Responsibilities

• Perform other duties as assigned
  

General Expectations

• Maintain confidentiality of client and organizational information
  
• Work collaboratively as part of a team
  
• Demonstrate punctuality and effective time management
  
• Provide a welcoming and respectful environment for individuals seeking mental health substance use and community support services
  
• Demonstrate flexibility to meet agency and client needs including overtime when required
  
• Effectively multitask and communicate with clients staff and the public in person and by phone
  

Physical & Work Requirements

• Ability to sit stand walk talk and hear for extended periods
  
• Operate standard office equipment including computer and phone
  
• Occasionally lift up to 10 pounds
  
• Work is performed in a typical office environment with a generally quiet noise level
  

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Supervision
This position reports to the Outpatient Office Manager.

This position requires a High School diploma or equivalent. Basic courses in business/secretarial areas.

Good-to-excellent working knowledge of general office procedures to maintain efficient support services.

AMHC is an equal opportunity employer

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