Administrative Assistant, Mental Health -Adult OP

RWJBarnabas Health - Elizabeth, NJ

Full-time - Entry Level

Elizabeth, NJ

Hospitals

About the position

The Administrative Assistant for Mental Health at Trinitas Regional Medical Center plays a crucial role in supporting the office, employees, and patients within the Adult Outpatient department. This position requires a positive attitude, patience, flexibility, and the ability to work independently. Key responsibilities include managing schedules, handling communications, preparing documents, and ensuring compliance with medical records procedures.

Responsibilities

• Provides coverage for Social Work Assistant functions in their absence or as needed
• Responsible for processing referrals made to Adult PHP and ECT services and confirming insurance coverage
• Requests medical records and H&P as needed, monitors acquisition, and sets up Intake appointments for PHP and ECT
• Prepares routine letters (no show) for failed initial appointments
• Orients new staff to medical records procedures for PHP and ECT
• Monitors completion of needed documentation for Adult PHP / Medicaid clients
• Obtains and maintains authorization for clients receiving Adult PHP services
• Collaborates with Supervisor in tracking, prioritizing, and assigning cases to Clinicians and Case Managers
• Responsible for maintaining Adult PHP group schedule (calendar) and coverage
• Maintains accurate and updated computerized roster for Adult APH and ECT
• Maintains adequate inventory of supplies
• Obtains appropriate release of information
• Communicates information/observation/occurrences/activities of customers/employees to appropriate individuals according to procedure
• Ensures accessibility for all medical records by managing and implementing tracking systems
• Communicates with all clinical staff regarding incomplete documentation and prepares reports as requested
• Monitors reporting of billable services and coordinates routine outreach and follow-up services
• Processes all new cases in a timely and efficient manner using USTF and Access databases
• Identifies cases which are inactive for 90 days, communicates to staff regarding outreach and case closure and monitors case status
• Processes all closed cases and completes USTF termination summary.

Requirements

• High School Diploma or equivalent
• Minimum of five (5) years experience working with medical records, preferably in a psychiatric outpatient or large scale clinic setting, or a minimum of three years medical records experience and appropriate medical records certification and/or training
• Proficient in Microsoft Office and skilled in the use of Access.

Benefits

• Paid Time Off (PTO)
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Retirement Plans
• Short & Long Term Disability
• Life & Accidental Death Insurance
• Tuition Reimbursement
• Health Care/Dependent Care Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Discounts Through our Partners such as NJ Devils, NJ PAC, Verizon, and more!