Part-Time Administrative Assistant

Job Description

Job Description

Part-Time Administrative Assistant

Oceanside Community Services (OCS)
Department: Outpatient Therapy & Neuropsychology Support
Schedule: Monday–Friday, 8:30 a.m.–12:30 p.m. (20 hours per week)
Location: Onsite
Reports to: Clinical Director
Classification: Part-time, nonexempt

Position Summary

Oceanside Community Services is seeking a Part-Time Administrative Assistant to support our neuropsychology, outpatient therapy (OPT), ABAS, and SRA services. You will communicate with clients, coordinate referrals and appointments, maintain records, and help clinicians stay on top of the administrative steps needed to provide timely services.

What We Offer

• Paid Time Off
• Paid Holidays

About Oceanside Community Services

Oceanside Community Services, LLP is a behavioral health organization located in Southern Maine. We provide specialized services to children, adolescents, and adults experiencing behavioral, emotional, developmental, neurological, and psychological challenges. In addition to the neuropsychological department, we offer therapeutic services that include individual, family, and group interventions.

Our mission is to promote the well-being of the individuals and families we serve by reducing barriers to care and providing quality, evidence-based services through collaboration and professional excellence. Our goal is to help every individual achieve the greatest possible level of independence and personal fulfillment.

A Typical Workday

Client communication and scheduling

• Answer calls and respond to emails about neuropsychology and OPT services.
• Contact clients, send neuropsychology intake packets, and follow up on scheduling needs.
• Schedule new OPT, ABAS, and SRA clients, as well as neuropsychology clients when needed.
• Maintain clinician schedules and coordinate cancellations and rescheduled appointments.
• Receive and distribute incoming mail and prepare outgoing correspondence.

Referrals and Intake

• Process incoming referrals for OPT, neuropsychology, and ABAS services.
• Review neuropsychology intake packets for completeness and request missing information.
• Obtain required ABAS intake documents before appointments are scheduled.
• Conduct OPT screenings according to OCS procedures.
• Follow up on neuropsychology referrals when updated information is needed.
• Create client profiles in Ensora for OPT services and neuropsychology billing.

Records and documentation

• Request records needed for neuropsychological evaluations, including IEPs and previous testing.
• Process SSDI and other client records requests according to OCS procedures.
• Scan, organize, and file OPT and neuropsychology documents while protecting confidential information.

Insurance, authorizations, and payments

• Verify and document MaineCare eligibility.
• Complete and track KEPRO authorizations and identify cases that may need additional units.
• Follow up with clinicians or other team members on authorization needs.
• Collect and document client payments as required.

Quality assurance and office support

• Review client accounts for missing intake forms, individual treatment plans, notes, and other required documentation.
• Track assigned productivity measures and monitor missing-note reports.
• Bring documentation gaps or compliance concerns to the Clinical Director.
• Maintain office supplies, assist with building maintenance scheduling, and support staff meetings and events.
• Participate in OPT and supervision meetings and contribute ideas for improving administrative processes.

Required Qualifications

• Professional, compassionate communication with clients, clinicians, and outside contacts.
• Strong organizational skills, attention to detail, and dependable follow-through.
• Ability to manage several tasks while maintaining accurate, confidential records.
• Proficiency with email, electronic records, and standard office software.

Experience in a healthcare, behavioral health, or client services setting is preferred. Experience with Ensora, MaineCare eligibility verification, KEPRO authorizations, or medical records requests is a plus.

Why Join OCS?

At Oceanside Community Services, your attention to detail will contribute directly to meaningful clinical services and care for clients and families. You will join a collaborative assessment team that values professionalism, dedication, accuracy, ethical practice, and continued learning.

If you bring integrity, curiosity, strong organizational skills, and a commitment to high-quality patient care, we encourage you to apply today!

 

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