Support Services Specialist

Summary: Supports all administrative components for the Outpatient Services programs by performing the following duties:

Essential Duties and Responsibilities: include the following. Other related duties may be assigned.

• Initial contact with referrals to determine service needs, answer questions and to begin intake process.
• Completes all necessary admission paperwork and processes for enrollment in services for assigned programs.
• Obtains initial and ongoing evaluation and treatment prescriptions to ensure prescriptions are current and align with treatment recommendations.
• Coordinates and schedules screenings and evaluations including Therapy (OT, PT, ST, ABA) and Developmental.
• Sends evaluation reports for disability determination, annual Medicaid certification, TEFRA determination, etc.
• Verifies Medicaid and other funding eligibility, as assigned and supports families in funding applications (i.e., Medicaid, Tefra, etc.) and redetermination processes.
• Communicates with parent/guardian regarding information or actions needed related to obtaining prescriptions, funding, PCP assignment, attendance, required documents, conferences, etc.
• Maintains and updates demographic and clinical support information (prior authorizations, pre-certifications, etc.) in data management platform and prepares reports as scheduled.
• Requests prior authorizations and/or pre-certifications for services as required by funders including monitoring to ensure prior authorizations and/or pre-certifications are current and align with recommendations for treatment.
• Respond to requests for additional information from insurance funders.
• Respond to requests for retrospective reviews for all assigned programs.
• Assist in the development and refinement of processes and procedures to ensure that they are in compliance with regulations and are effective and efficient in the management of referrals, enrollment, waitlist, etc.
• Assist in training new employees within the Support Services Department as well as new therapists, as needed.
• Maintain weekly enrollment tracking documents and participate in enrollment meetings.
• Understands and maintains current knowledge of applicable licensure and governing regulations and requirements.

Compliance/HIPAA:

While performing the duties of this job, employee will comply with all federal, state and local laws and regulations pertaining to Easterseals Arkansas.

Employee has access to all protected health information of the individuals directly served by this person, except psychotherapy notes. Employee will not attempt to access any other protected health information unless otherwise approved by Supervisor or Privacy Officer.

Supervisory Responsibilities:


This position has no supervisory responsibilities.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:


High School Diploma/GED and 3-5 years' experience in providing administrative services in Early Intervention Day Treatment, Early Intervention, Pediatric Therapy or other Social Services program. A Bachelor's Degree in Social Services, Early Childhood Education or other Health Related Field preferred.


Core Competencies:

• Excellent written and verbal communication skills.
• Excellent interpersonal skills.
• Excellent organizational skills.
• Good time management skills.
• Ability to work effectively and collaboratively with individuals receiving services with diverse ability levels and employees with diverse experience and knowledge levels.
• Ability to be self-directed, creative and to take initiative.
• .Demonstrated commitment to the values of diversity, equity, and inclusiveness.
• Competency with computer skills, i.e., Microsoft and Goggle applications including Word/Goggle Docs, Excel/Google Sheets and Gmail.

Physical Demands: While performing the essential functions of administrative assistant, the employee will be required to sit, stand, walk, use hands to finger, handle, or feel and reach with hands. The employee must occasionally lift and/or move up to ten pounds. Specific vision abilities required by this job include close vision.


Work Environment: The work environment characteristics described here are representative of those an administrative employee encounters while performing the essential duties of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is generally quiet to moderate.

Easterseals Arkansas has designated this position as a "non-safety sensitive" position under the Arkansas Medical Marijuana Amendment.