Administrative Assistant

Job Description

Job Description

Benefits:

• Opportunity for advancement
• Health insurance
• Paid time off
• Profit sharing
• Training & development
• Vision insurance
• Wellness resources
• 401(k)
• 401(k) matching
• Dental insurance

At Keystone, our work is guided by a clear purpose: to strengthen individuals and families through education, treatment, and support to advance the well-being of those affected by substance use and other behavioral health challenges. We are committed to our vision of being the trusted community resource connecting people to care, advancing prevention, and inspiring strength, recovery, and lasting well-being.

As an Administrative Assistant, you will play a key role in bringing that mission and vision to life. Often serving as the first point of contact for patients, families, and community partners, you will help create a welcoming, professional, and supportive environment while ensuring individuals can access the services and resources they need. This position combines customer service, patient access, administrative support, and financial coordination within a fast-paced behavioral healthcare setting.

Essential Functions:

• Serve as the first point of contact for patients, visitors, referral sources, and community partners, providing exceptional customer service in person and by telephone while maintaining a welcoming, professional, and supportive environment.
• Work collaboratively with the Administrative Coordinator and interdisciplinary staff to support patient access, continuity of care, and efficient daily operations.
• Conduct Point of Entry procedures, intake activities, and patient registration processes, ensuring accurate collection, verification, and maintenance of demographic, insurance, financial, and clinical information.
• Uphold agency financial policies by preparing and explaining Fee Agreements, conducting Financial Assistance Applications as assigned, educating patients regarding financial responsibilities, and collecting self-pay balances at check-in.
• Maintain organized lobby operations and patient flow, ensuring a safe, efficient, and positive patient experience.
• Accurately enter, update, and maintain patient information, authorizations, and payer data within electronic health record and billing systems, including CareLogic.
• Assist with utilization review tracking, payer authorizations, claims processing, and billing support activities to promote timely reimbursement and minimize claim denials.
• Collaborate with clinical, administrative, and billing teams to identify and resolve documentation, authorization, and reimbursement discrepancies.
• Maintain accurate documentation, protect patient confidentiality, and ensure compliance with HIPAA, agency policies, and regulatory requirements.
• Demonstrate proficiency in Microsoft Office, email, electronic health record systems, and other agency technology platforms while participating in ongoing training and professional development opportunities.

QUALIFICATIONS:
I: 

• High school diploma and two (2) years customer service experience.

II: 

• Assoc. or Bachelor’s Degree from a regionally accredited program and two (2) years’ experience or high school diploma and four (4) years’ customer service experience. 
• Working knowledge of computers, Microsoft Office applications, good communication skills (written and verbal).