Administrative Program Assistant

Location: New Rochelle, NY Hours: Tue-Fri 5:45 am to 2:30 pm and Saturday 6:45 am – 10:45 am Rate of Pay: $23 per hour   OVERVIEW OF PRIMARY RESPONSIBILITIES: Position Summary: At Access: Supports for Living and our affiliate, The Guidance Center of Westchester, we help people live the healthiest and fullest lives possible. The METRO Administrative Coordinator supports our participants and clinical team in our dual-licensed OMH/OASAS Opioid treatment program (OTP) program. Reporting to the Program Services Manager, the Administrative Coordinator works in tandem with the Program Services Manager and Program leadership to ensure program success by providing administrative, billing, and insurance support in our fast-paced treatment clinic. This position centralizes insurance verification, billing functions, and participant administrative records management, while supporting toxicology tracking and clinical operations as needed.   PRIMARY FUNCTIONS: Responsibilities: Insurance, Billing & Financial Functions Verifies insurance eligibility for all participants on a predetermined basis and maintains current insurance information in the electronic health record. Responsible for all billing functions including collection of patient fees in accordance with the organization's fee schedule, reconciling payments and receipts, and recording deposits in the EHR. Keeps accurate track of missed payments. Interfaces with the Billing Department to ensure that all financial records and transactions are accurate and up to date via the METRO Ready to Bill report/process. Coordinates self-pay tracking and follow-up in collaboration with the Program Engagement Specialist (Front Desk). Manages and processes invoices, vendor payments, and check requests as assigned by the Program Services Manager. Supports the Program Services Manager with annual insurance review and credentialing documentation. Participant Records & EHR Support Coordinates the daily administrative activities of the program, including patient check-in and checkout support, and participant medical record maintenance. Creates and maintains medical records in the Electronic Health Record (Evolv) for new and existing participants and supports OASAS data entry as directed by the Program Services Manager. Captures and updates participant pictures and IDs in Evolv for new and existing clients (in coordination with the Program Engagement Specialist). Processes medical records requests in compliance with HIPAA and 42 CFR Part 2. Performs scanning of all clinical and administrative documents into the EHR. Reporting & Data Tracking Support Print out the monthly PAS-26 report and provide it to clinicians on the first (1st) day of each month. Follows up with clinicians to ensure all PAS-26 entries are completed in myEvolv by the fifth (5th) day of the month. Updates the Excel intake/discharge spreadsheet as PAS-26 records are completed in myEvolv, confirming that each record is ready for batching. Provides status updates to the Program Services Manager confirming that PAS-26 records are completed in myEvolv and reflected in the spreadsheet, so that batching can proceed on schedule. Maintains and updates the Excel intake/discharge data tracking workbook on an ongoing basis, including the annual update, to assist the Program Services Manager with batching accuracy and completion tracking. Assists the Program Services Manager with batching workflows by verifying data accuracy, cross-checking records against the EHR, and tracking completion of each batch in the shared tracker. Flags discrepancies, missing entries, late clinician completions, or late submissions to the Program Services Manager promptly so corrective action can be taken before reporting deadlines. Toxicology Backup Completes toxicology notes in the EHR for any specimens collect it in this capacity when serving as backup for Medical Assistance. Completes the batching of toxicology specimens (preparing batches, labeling, chain-of-custody documentation, and submission tracking). Maintains accurate logs and tracking of toxicology screenings and results in coordination with the clinical team. Always adheres to chain-of-custody, CFR Part 42, and HIPAA confidentiality standards when handling specimens or related records. (The Medical Assistant remains primary for hands-on collection and toxicology notes; the Program Engagement Specialist is also available as collection backup and completes his own toxicology notes when collecting.) Front Office Coverage & Communications Screens incoming telephone calls and responds to questions with the ability to escalate calls appropriately and effectively. Oversees questions, needs, and concerns of waiting patients. Alerts staff if someone appears ill or under the influence of drugs. Provides front-desk coverage as needed when the Program Engagement Specialist is unavailable. Maintains a professional manner in all communications, both written and oral. Compliance, Confidentiality & Safety Always adheres to strict CFR Part 42 and HIPAA confidentiality standards. Operates within need-to-know access limitations consistent with the role's administrative scope (no access to clinical counseling notes or content outside of administrative scope). Collaborates cooperatively with other staff to ensure that sites are safe, clean, and secure. Complete and update the archive records spreadsheet on an ongoing basis to ensure all archived participant and program records are accurately tracked and retrievable. Participate in the Safety Committee and Fire Drill Committee. During fire drills, it counts the number of people coming out of the building, records the count on the attendance sheet, and provides the completed attendance sheet to the Program Services Manager. Supports fire drills, safety checks, and emergency plan documentation as assigned. Records minutes for meetings and tracks attendance as assigned. Administrative Support to Leadership Provides administrative support to the Program Director and program Leaders as needed and requested. Provides direct administrative support to the Program Services Manager, including data entry, reporting prep, and document preparation. Provides support to the greater Clinical Admin team on an as-needed basis.   ADDITIONAL FUNCTIONAL / ORGANIZATIONAL SUPPORT:   Additional responsibilities as assigned   QUALIFICATIONS AND ATTRIBUTES:   Bi-Lingual English/Spanish preferred. Working knowledge of EHR systems and a plus. Highly organized with the ability to prioritize effectively. Proficient in Microsoft Office 365, with emphasis on Excel, Word, and Outlook. Ability to maintain strict confidentiality in accordance with HIPAA and 42 CFR Part 2, including appropriate role-based access limitations. Strong customer service and people skills with the ability to collaborate effectively with participants, staff, and external partners.   EDUCATION AND EXPERIENCE:   High school Diploma or GED required.   1+ year experience in substance use treatment setting preferred or related field experience. Internships acceptable.   PHYSICAL CHARACTERISTICS: Physical Requirements: These physical demands are representative of the physical requirements necessary for an employee to perform the job's essential functions successfully. Reasonable accommodation can be made to enable people with disabilities to perform the essential functions of the position described, which are reviewed in each case. Must be capable of sitting or standing in front of a computer for extended periods of time. Able to work in open space floor plan. Must be capable of moving throughout workday. Capable of collaborating face-to-face with clients.