Administrative Specialist

**Administrative Specialist** **MVP Recovery** **Position Summary** The Administrative Specialist serves as a vital member of the outpatient behavioral health team, providing administrative, scheduling, client intake, and customer service support to ensure efficient daily operations. This position functions as the first point of contact for clients, referral sources, providers, and community partners while supporting client engagement, continuity of care, and compliance with all agency, state, federal, and HIPAA requirements. The ideal candidate is organized, detail-oriented, compassionate, and capable of managing multiple priorities in a fast-paced behavioral health environment. **Essential Duties and Responsibilities** **Client Services and Scheduling** - Serve as the first point of contact by answering and directing all incoming phone calls in a professional and timely manner, utilizing appropriate phone screeners and routing information to designated staff and locations. - Screen potential clients by phone for service appropriateness and direct callers to intake, assessment, crisis services, or the appropriate level of care. - Assist with intake and referral calls, ensuring accurate, timely, and compliant documentation. - Schedule, confirm, and coordinate appointments for providers, including assessors, physicians, nurse practitioners, therapists, and other clinical staff using the electronic medical record (EMR) and scheduling systems. - Conduct outbound appointment reminder calls and client outreach prior to scheduled appointments to confirm attendance, reschedule when necessary, and support no-show reduction efforts. - Manage provider calendars and appointment schedules to maximize efficiency and service access. - Monitor cancellations, reschedules, and waitlists, communicating changes to clients and staff as appropriate. **Electronic Health Record (EHR) and Documentation Management** - Create and maintain client EMR profiles, including scanning and uploading demographics, insurance information, releases of information, consents, and all required intake documentation into designated folders. - Upload, organize, and maintain electronic files across shared drives, EMR systems, and other agency platforms in accordance with agency standards. - Ensure client records are accurate, complete, and maintained in compliance with HIPAA, confidentiality regulations, and agency policies. - Assist with obtaining, processing, and filing required client documentation and releases. - Support record retrieval and documentation requests as authorized. **Insurance Verification and Administrative Support** - Conduct insurance verification and eligibility checks to ensure accurate coverage information prior to service delivery. - Update client demographic and insurance information as needed. - Assist with prior authorization and payer-related administrative tasks as assigned. - Collect and document copayments, balances, and other required client financial information in accordance with agency procedures. - Communicate with insurance companies, referral sources, and external agencies regarding scheduling and administrative matters. **Administrative and Office Operations** - Provide general administrative support including preparing, distributing, and filing reports, correspondence, spreadsheets, presentations, and other business documents. - Manage calendars, meetings, staff orientations, trainings, and agency events to support providers and leadership. - Develop and maintain organized filing and record-keeping systems. - Process incoming and outgoing mail, faxes, emails, and electronic communications. - Order, inventory, and maintain office supplies and equipment as needed. - Support overall office flow and daily operations to ensure efficiency, professionalism, and continuity of care. - Assist leadership with special projects, data collection, reporting, and quality improvement initiatives. **Behavioral Health Support Functions** - Maintain…