Administrative Assistant - Psychiatry

Pathways is designated as a Mental Health Rehabilitation/Targeted Case Management (MHR/TCM) Provider Center of Excellence by Superior HealthPlan for our Mosaic Behavioral Health program. This recognition places Pathways among a select group of providers across Texas identified for delivering high-quality, effective, and responsive behavioral health services. As a Center of Excellence, Pathways is recognized as a provider who produces strong outcomes, earns high caregiver satisfaction, and possesses a stellar record of quality and compliance. 

We are honored that families continue to report feeling supported and empowered through Mosaic services and that children and youth demonstrate meaningful progress toward their goals while in care. This designation reflects the dedication of our staff, the trust of the families and caregivers we serve, and the strong partnerships we share with community agencies across Texas.

Job Summary

The Administrative Assistant, Psychiatry Office, is responsible for providing support and assistance to Pathways programs and staff.

Essential Duties:

Psychiatric Services:

• Communicates with psychiatrists on schedules, note requests, lab orders, etc., acting as liaison between psychiatrists and clients.
• Sends client’s parent or caregiver requested documents, including school notes, lab orders, and requested forms.
• Schedules and confirms psychiatry appointments, sending out appointment links and clinical policies to clients.
• Contacts new referrals to schedule initial appointment.
• Supports psychiatrists by contacting clients who have not signed into their appointment to keep psychiatric appointments on schedule.
• Manages no-shows and cancellations to keep psychiatrists’ schedules full.
• Verifies client's insurance at beginning of each month, updating all electronic health record (EHR) systems and informing staff and client’s parent or caregiver of changes.
• Processes refill requests, working with psychiatrist, parent or caregiver, and/or pharmacy to resolve issues.
• Submits medication prior authorization requests to insurance organizations.
• Sends previous day’s appointment list to billing department.
• Works with designated staff at external organizations to schedule clients and ensure all required documentation is sent.

Mosaic and CPA Services:

• Answers telephone for Mosaic and CPA inquiries; provides information as appropriate and/or obtains requested information and follows up.
• Receives and processes all incoming faxes.
• Verifies client's insurance at the beginning of each month, updating EHR and informing staff of changes.
• Helps CPA with administrative needs as schedule permits.

Administrative:

• Answers telephone for general office inquires and/or requests.
• Greets visitors to the office and directs them appropriately.
• Maintains corporate office files.
• Obtains and sorts incoming mail, and makes trips to post office as needed.
• Takes deposits to the bank.

Education & Experience

• Must have a High School Diploma or equivalent.
• Prefer training in clerical office skills through a formal training organization, some college or associate’s degree.
• Minimum of two years of administrative assistant and clerical experience.

Knowledge, Skills, & Abilities

• Ability to support the agency's culture, growth, and success through communication, accountability, and positivity.
• Ability to be clear headed and decisive based on the scope of the position.
• Ability to work efficiently and effectively both individually and as part of a team.

• Effective oral and written communication skills.
• Excellent computer skills (Word, Excel, other Windows software, information systems, etc.).
• Excellent employee relations, analytical, multi-tasking, and organization skills.
• Ability to perform a volume of numerical/detailed work with accuracy.
• Ability to understand and follow complex oral and written instructions.
• Ability to maintain confidential information.

Additional Requirements

• Proof of valid Texas Driver's License (Type C).
• Access to reliable transportation.
• Proof of valid/current auto insurance.
• Cleared motor vehicle driving record.
• Three employment references
• Cleared criminal background check and signed statement regarding felony indictments/convictions.
• Cleared TB test results (current within 12 months prior to employment).
• Cleared pre-employment drug test.
• Working cellular telephone.

Physical and Mental Demands

With or without reasonable accommodation, the physical and mental requirements of this job include the following: frequent seeing, hearing, and reading, speaking, and writing clearly. Use of a computer for long hours. Frequent sitting, manual dexterity. Occasional lifting and moving of up to 25 pounds, reaching with hands and arms, stooping and kneeling. Ability to review data and format into meaningful reports. Ability to meet deadlines.