Job Description

Job Description

Job Description

The Administrative Assistant for Psychiatric Assessment Services plays a vital role in supporting the efficient and confidential operation of a mental health clinic or psychiatric evaluation department. This position involves providing administrative support to clinicians and management, managing documentation, and serving as a point of contact for clients and providers. The ideal candidate is highly organized, detail-oriented, and capable of working in a fast-paced, sensitive environment. This position involves rotating between two community hospitals, Jackson Park Hospital and St. Bernard Hospital.

JOB DUTIES

• Ensure that priority responses are provided to the Emergency Departments of Jackson Park and St. Bernard community hospitals.
• Assist with billing support by verifying insurance information
• Track assessment outcomes and assist in data collection for program evaluation.
• Maintain records of final disposition of clients referred to outpatient services to ensure successful linkage.
• Assist with registration within the DHS/DMH consumer registration/enrollment information system.
• Maintains and ensures a monthly summary of consumers both deflected from community hospital emergency level of care and/or discharged from other levels of care, are submitted to the DHS/DMH Regional Office.
• Assist with auditing accurate records, charts, and documentation in electronic health record (EHR) systems.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Facilitate communication between departments, clients, and external providers.
• Maintains, verifies and up keeps supplies inventory.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Holds primary responsibility for record requests and subpoenas for records, including prompt responses to the Department of Corporate Compliance, initial collection of the requested file, copying and dissemination of the documents.
• Reads, prepares and analyzes incoming invoices, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software, faxes and email.
• Perform duties in compliance with HIPAA, Rule 50, and HRDI’s policies and procedures.
• Other duties as assigned.

QUALIFICATIONS

• High school diploma or equivalent (associate or bachelor’s degree preferred).
• 2+ years of administrative or office experience (preferably in a healthcare or mental health setting).
• Strong organizational and multitasking abilities.
• Proficient in Microsoft Office Suite and EHR systems (e.g., Epic, Avatar, etc).
• Excellent verbal and written communication skills.
• Knowledge of medical or psychiatric terminology is a plus.
• Ability to handle sensitive information with confidentiality and professionalism

SMART GOALS

Data Accuracy & Reporting

By the end of Q2, maintain 98% accuracy in tracking assessment outcomes and submitting monthly DHS/DMH reports, ensuring timely submission within 5 business days of month-end.

Efficiency & Compliance

Within the first 6 months, reduce EHR documentation errors by 20% through improved auditing and staff support, ensuring full compliance with HIPAA and Rule 50 standards.

Operational Support

By the end of year one, successfully coordinate administrative coverage between Jackson Park Hospital and St. Bernard Hospital, ensuring 100% continuity of service with no missed shifts or delays in priority ED response.

WORKING CONDITIONS

The unavoidable, externally imposed conditions under which the work must be performed, and which create hardship for the incumbent including the frequency and duration of occurrence of physical demands, environmental conditions, demands on one’s senses, and mental demands.) None known.

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to travel between hospital sites (Jackson Park Hospital and St. Bernard Hospital).
• Must be able to lift up to 15 pounds at times (e.g., files, supplies).
• Frequent use of standard office equipment (phone, copier, scanner, fax).
• Ability to manage multiple tasks in a fast-paced environment with potential exposure to sensitive or emotionally charged situations.

EMPLOYMENT CONDITIONS

This job description is to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the duties as described. This job description is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned as deemed appropriate commensurate to the position. This document does not represent a contract of employment, and Friend Health - HRDI reserves the right to change this job description and /or assign tasks deemed as needed.

BENEFITS

• Medical, Dental, and Vision Insurance
• 403(b) Retirement Plan
• Paid Time Off (PTO) & Paid Holidays
• Life Insurance & Disability Coverage
• Tuition Reimbursement & Professional Development Opportunities
• Wellness Programs & Employee Assistance Programs (EAP)

Equal Employment Opportunity (EEO) Statement

Friend Health – HRDI is an equal opportunity employer. We consider all applicants for employment without regard to race, religion, color, age, sex, national origin, citizenship, ancestry, marital or parental status, sexual orientation including gender identity, gender expression, military discharge status, physical or mental disability, or any other status or characteristic protected by law. In addition, Friend Health – HRDI provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local laws (including during the application or hiring process). Friend Health - HRDI supports the Pay Transparency Law as an equal opportunity employer.

Join our Team!

At HRDI, we are committed to supporting the health and wellness of our communities through compassionate care and dedicated service. As a Psychiatric Assessment & Access Community Assistant, you will play a key role in connecting individuals to critical mental health services while supporting clinical staff at Jackson Park Hospital and St. Bernard Hospital. Join our team and be part of an organization that values professionalism, teamwork, and a shared mission to make a difference in people’s lives.

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