Administrative Assistant, Part-time, The Institute for Community Mental Health (ICMH)-Clinic

Job Title: Administrative Assistant, Part-time, The Institute for Community Mental Health (ICMH)-Clinic

Anticipated Start Date: As soon as possible

Estimated Pay: $25/hr

Schedule: To be discussed during interview; Monday - Friday between 8am and 7pm; approximately 20 hours/week; in person

Location: STAR Tower, 6th Floor, The Institute for Community Mental Health-Clinic

About the department / center:

The Institute for Community Mental Health (ICMH)-Clinic at the University of Delaware provides accessible, evidence-based mental health care for clients of all age ranges in Newark and surrounding communities.

Role Description:

The Institute for Community Mental Health (ICMH) – Clinic is seeking a responsible, motivated part-time Administrative Assistant. Under the general direction of the Director of the ICMH-Clinic, the Administrative Assistant will support business and communication aspects of the clinical services.

Primary Responsibilities:

• Maintain, audit, and reconcile financial records for the ICMH-Clinic.
• Gather administrative and financial information that the ICMH-Clinic Director and/or the ICMH Executive Director may need for decision making purposes.
• Conduct special analyses related to the ICMH-Clinic operations; make recommendations to the Director and Executive Director.
• Keep the ICMH-Clinic Director and ICMH Executive Director apprised of issues.
• Follow up and track workflow and resolve problems relating to procedures and deadlines.
• Assist the ICMH-Clinic Director with scheduling processes related to providers, students, and client appointments, including room assignments and maintenance of calendar system integrity across the EHR and Google Calendar.
• Coordinate clinic coverage when providers are away from the clinic. This includes either rescheduling patient appointments or finding alternate providers to cover patient treatment and student supervision.
• Conduct initial phone intake with prospective clients, including completing the Initial Contact Form in the electronic health record and administering the screeners.
• Manage the clinic waitlist in coordination with the ICMH-Clinic Director; prepare cases for assignment based on clinician availability and training needs.
• Send appointment reminders to clients and manage follow-up for missed or cancelled appointments.
• Send pre-intake consent and fee agreement forms to clients and verify completion prior to the intake appointment.
• Verify insurance eligibility before intake and on an ongoing basis.
• Assist the ICMH-Clinic Director with tracking of insurance authorizations and plans of care; follow up with outside providers to obtain necessary signatures.
• File and pursue pre-authorization requests; track active authorizations and initiate renewals for those expiring within 30 days.
• Track insurance claim submissions and follow up on denied or pending claims; document denial reasons and coordinate appeals within payer-specific deadlines.
• Review and process financial assistance and sliding scale applications; document determinations in the EHR; approve prompt-pay discount adjustments in accordance with clinic policy.
• Monitor EHR for unsigned or overdue progress notes; notify clinicians of documentation deadlines and copy supervisors when notes exceed 72 hours past due.
• Check clinic voicemail daily; return calls or route messages to the appropriate clinician or supervisor.
• Prepare and respond to medical record requests within timeframes required by HIPAA and applicable compliance standards.
• Coordinate all outside scheduling for outreach events such as wellness fairs.
• Coordinate access provisioning and deprovisioning for EHR, VALT, and related systems each semester in coordination with CHS IT; process requests for incoming and departing students and providers.
• Verify VALT session recordings are properly saved and labeled as needed; manage annual VALT recording deletion in accordance with compliance requirements.
• Coordinate planned client terminations and transfers when clinicians are departing or rotating off at semester end; ensure all termination documentation is completed, co-signed, and uploaded to the EHR.
• Generate end-of-semester billing and caseload summary reports.
• Manage and schedule orientation of new employees and trainees to the ICMH-Clinic.
• Assist the ICMH-Clinic Director with HR related requirements for onboarding, offboarding, and record keeping, including IT, computer, and EHR access.
• Track providers' time off and assist the ICMH-Clinic Director with vacation approvals and denials; update all relevant systems accordingly, including Workforce, EHR, and Google Calendar.
• Assist providers with correct documentation and assignments in Concur.
• Maintain inventory of ICMH-Clinic equipment; audit quality of current equipment for maintenance and replacement.
• Track and run reports of expenditures related to equipment purchases.
• Work with equipment vendors to ensure that orders are placed accurately and equipment is received in a timely manner.
• Work with vendors for timely equipment repairs.
• Schedule annual equipment inspections and follow up on identified problems.
• Assist the ICMH-Clinic Director with special projects pertinent to the clinic that may involve knowledge of Microsoft Word, Excel, Concur, and PowerPoint.
• Perform other duties as assigned.

Qualifications:

• Bachelor’s degree and three years of related administrative support experience or equivalent combination of education and experience preferred. Experience in medical office procedures is also preferred.
• Experience in data collection, which includes collecting, compiling, and maintaining data from multiple sources such as files, records, databases, and staff.
• Experience in obtaining administrative and financial information for which an administrator may base decisions for making recommendations.
• Knowledge of creating reports which includes combining and presenting data from multiple sources in an organized format.
• Strong analytical and technical skills, including the use of financial management systems, spreadsheets, word-processing, database management, and presentation software programs.
• Demonstrated ability to work independently and as part of a team environment.
• Strong organizational and time management skills, and ability to handle multiple tasks.
• Strong attention to detail.
• Demonstrated communication and interpersonal skills.
• Demonstrated understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.

Hiring Timeline:

Application Review: Immediately

Interviews - Date Range: Immediately, until the position is filled