Ashley Addiction Treatment is seeking an Administrative Assistant, FT for its Intensive Outpatient Services Program (IOP). This position will be located at our office on the campus of Upper Chesapeake Medical Center, Bel Air, MD 21014. The ideal professional will efficiently and accurately maintain the operation of the IOP Program.
This position is Monday through Thursday; 1:00pm – 9:30pm. Friday schedule (11:00am – 6:30pm OR 2:00pm – 6:30pm); which varies depending on the Saturday morning schedule; Saturday schedule is 8:30am – 12:30pm. The hourly schedule is subject to change at the discretion of the manager and per IOP location.
- Ability to perform the following financial duties with minimal supervision. Reconciling accurate weekly IOP Reconciliation Form for each group and turning it in to the ASHLEY Finance Office. Posting all charges (urinalysis, fees, etc.) to clients' accounts. Keeping apprised of clients who are on a scholarship or reduced fee basis and adjusting their accounts accordingly. Preparing and distributing weekly account statements to each client.
- Updating group lists each week. Adding and subtracting clients as appropriate. Entering new clients into the Ashley system. Schedules IOP Assessments for counselor, schedule individual sessions, and doctor’s office.
- Enters results of IOP Assessments completed by the counselor into the TIER database and billing database.
- Prepares all paperwork for urinalysis screens and files test results into client’s chart.
- Calling patients on a daily basis that have missed their group, individual, or doctor’s office visit.
- Document pre-appointment reminders, calling patients to remind them of their upcoming appointments. Complete the Brief Addiction Inventory while calling patients to obtain outcome measures. Document toxicology screen results into the patient’s chart.
- Acts as a receptionist, greeting clients who arrive for their IOP groups, answers phone, relays messages, researches questions regarding account balances, letters for the court, etc.
- Ability to perform the following financial duties with minimal supervision. Reconciling accurate weekly IOP Reconciliation Form for each group and turning it in to the ASHLEY Finance Office. Posting all charges (urinalysis, fees, etc.) to clients' accounts.
- Keeping apprised of clients who are on a scholarship or reduced fee basis and adjusting their accounts accordingly.
- Preparing and distributing weekly account statements to each client.
- Responsible for care and upkeep of the facility when necessary and as scheduled. Responsible for keeping grounds clean. Responsible for organizing supply room. Responsible for maintaining supply list including but not limited to: handbooks, workbooks, office supplies, snacks and other items. Provide daily assistance to the Clinical Manager and Program Director as needed.
- Verify insurance information for all clients attending the program including daily Medical Assistance verification for all clients enrolled in Medicaid. Availability to cover other shifts when needed. Obtain pre-authorization for medications prescribed by the medical team.
- To perform this job efficiently, the administrative assistant must be familiar with bookkeeping procedures and/or trainable in it. He/she must be able to meet the public with ease, answer the phone and schedule assessments or other appointments needed. Reasonable accommodations may be made to enable individuals with some disabilities to perform the essential job functions.
- GED, or high school diploma required.
- Basic mathematical skills required.
- Basic knowledge of Microsoft Office to include Outlook, Word and Excel.
- Be able to interpret and explain financial details to clients, research and respond to clients' questions regarding the program, fee balances, court letters, etc.
- CPR certified.
- Addiction experience is desirable. May require up to 3 weeks of orientation with lead administrative assistant and nursing.
- Ability to apply common sense understanding to carry out detailed medical instructions.
- Be sensitive to the needs of chemically dependent patients.
- Ability to deal with problems utilizing effective communication skills.
- Up to date of basic knowledge of current evidence based treatments for substance use disorders.
Must be able to sit for long periods of time at the computer. Able to speak and hear on the telephone. Able to type computerized notes and prepare Excel financial reports. Able to remain calm and rational during crisis situations. Cannot leave the administrative office unattended at any point in their shift unless other individual arrived to cover the front desk.
Location/Region: Bel Air, MD (US - 21014)