Behavioral Health Program Assistant

Description

The Administrative Coordinator provides administrative support for Port Resources' Outpatient Behavioral Health Services, including therapy and psychiatric medication management programs. Responsibilities include coordinating referrals and intake activities, scheduling appointments, maintaining electronic client records, supporting documentation processes, and serving as an important point of contact for clients, families, providers, and internal departments.

Responsibilities


Referral and Intake Coordination


Receive, process, and track referrals for Outpatient Behavioral Health Services.


Ensure referral information is complete and obtain additional information when needed.


Coordinate insurance verification activities with internal departments.


Assist with admission and enrollment processes and enter information into electronic record systems.


Coordinate intake appointments and maintain waitlists as needed.


Assist clients and guardians with completing required intake documentation.


Establish and maintain client records in designated systems.


Psychiatry Scheduling and Client Support

• Coordinate psychiatric medication management appointments.

• Manage provider schedules, including appointment availability, time off requests, and schedule changes.

• Notify clients of upcoming appointments and assist with appointment confirmations.

• Support client check-in and related administrative processes.

• Maintain scheduling and follow-up processes for missed or cancelled appointments.

Records Management and Documentation Support

• Maintain accurate and confidential client records.

• Review records for completeness and follow up on missing documentation.

• Assist clinicians with administrative record-keeping requirements.

• Ensure records, authorizations, and related documents are properly maintained.

• Support record management processes at admission and discharge.

Administrative Operations

• Serve as a professional and responsive point of contact for clients, families, community providers, and staff.

• Collaborate with Behavioral Health, Finance, Quality Assurance, and other departments to support efficient operations.

• Provide reception and administrative coverage as assigned.

• Assist with special projects and other duties as assigned.

Requirements

• Minimum of one year of relevant administrative experience, preferably in a medical or behavioral health practice setting.

• Excellent customer service, communication, organization, and follow-up skills.

• Strong attention to detail and ability to maintain accurate, confidential records.

• Ability to work independently and collaboratively as part of a team with minimal direct supervision.

• Ability to follow and implement written and verbal instructions and manage multiple priorities effectively.

• Comfort using electronic records, scheduling, authorization, and other administrative systems required by the program.