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About the Role We are a licensed outpatient behavioral health and substance use treatment program looking for a reliable, organized self-starter to serve as the operational backbone of our clinic. This person will own the administrative side from A to Z and keep the program running smoothly day to day. What You'll Do Front Office & Patient Flow Greet patients, answer phones, and manage the main inbox and voicemail Schedule intakes, counseling sessions, and prescriber appointments; send reminders Prepare intake packets, consent forms, and releases of information Insurance & Billing Support Verify Medicaid and commercial insurance eligibility Obtain and track prior authorizations Enter charges, follow up on claim status and denials, and coordinate with the billing team Records & Compliance Maintain patient charts in the electronic health record (EHR); track missing signatures, treatment plans, and progress notes Assist with state-required data reporting for admissions and discharges Keep files audit-ready and help prepare for regulatory site visits and internal audits Track staff licenses, certifications, and required trainings HR & Office Operations Coordinate new-hire paperwork, onboarding, and background checks Maintain personnel files and staff schedules Order supplies, manage vendors, and handle facilities and IT issues Process invoices and maintain basic expense records Executive Support Manage the Executive Director's calendar, correspondence, and follow-ups Take meeting minutes and track action items Draft letters, memos, and reports What We're Looking For 2+ years of administrative experience, preferably in healthcare or behavioral health Comfortable with EHR systems, Microsoft Office or Google Workspace, and learning new systems quickly Strong understanding of patient confidentiality (HIPAA; 42 CFR Part 2 a plus) Highly organized and detail-oriented, able to juggle many tasks without dropping the ball Professional, warm, and nonjudgmental with individuals in recovery Preferred: Medicaid billing experience, familiarity with state behavioral health reporting systems, bilingual Requirements Must pass a criminal background check Must be available to work on-site during regular business hours How to Apply Send your résumé and a brief note about your relevant experience to (contact details on the original listing)
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