Administrative Assistant

Position Summary

The Administrative Assistant in the Behavioral Health Clinic is responsible for managing the intake and scheduling process for psychiatry and psychotherapy services. This role involves compassionate and clear communication with individuals seeking care, in their case management teams, and other involved parties. Key responsibilities include maintaining wait lists, managing provider schedule templates, and requesting relevant medical records for new patients. The Administrative Assistant will utilize Epic EHR and Excel spreadsheets to ensure accurate documentation and efficient workflow. The Administrative Assistant also ensures that clerical support is provided, including managing office supplies for the BH Clinic.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Manage incoming referrals for psychiatry and psychotherapy services in the behavioral health clinic.
• Scheduling new patients, which could involve frequent phone or email contact with individuals seeking care or their case management teams
• Compassionate and clear communication with individuals seeking care and others involved in their care
• Maintain wait lists, utilizing Epic EHR and Excel Spreadsheets
• Requesting relevant medical records for new patients, documenting stipulation/commitment status, and other relevant tasks for intake preparation.
• Manage psychiatry and therapy provider schedule templates in Epic EHR
• Provide clerical support, uploading various documentation required by various contracts, including Milwaukee County Behavioral Health Department, Comprehensive Community Services (CCS)
• Managing service authorizations for services funded through Milwaukee County, communicating regularly with Milwaukee County BHS staff and other involved entities.
• Maintain Excel spreadsheets service authorizations through Milwaukee County funding
• Handle office supply orders
• Compile onboarding binders for new staff members.
• Maintain staff training files for auditing purposes
• Assist BH Clinic Manager with clerical tasks
• Complies with federal, state, and local regulations regarding patient confidentiality and HIPAA
• Completes other duties as assigned

EDUCATION and/or EXPERIENCE: Requires four years of high school and six to twelve months of related experience, or equivalent combination of education and experience. An associate's degree is preferred.