Administrative Professional

Come join our life-changing team building hope, resilience and well-being as an Administrative Professional!

Shift Details: Full-time

• 40 hours/week

Compensation: $18-$23/hour

Location: Vona

• 9220 Bass Lake Rd #225, New Hope, MN 55428

About the job:

Work as a team with skilled administrative professionals supporting the programs in the Behavioral Health Division including outpatient therapy, psychiatry, and mental health case management. Facilitate, coordinate and support the program functions by ensuring high quality processes to document, analyze, and support the activities of the division.

Essentials:

• Provide high quality customer service to clients through the front desk day-to-day duties including answering phone calls, scheduling appointments, greeting/ checking clients in, making reminder calls, etc.

• Provide high quality support to programs and clinicians through back desk day-to-day duties including relaying accurate information, preparing charts, filing, entering client information into electronic systems, chart auditing, answering administrative questions, assisting in data collection and outcomes reporting, mailing, copying, scanning & faxing needs, maintaining supplies, organizing psychiatry and psychological testing schedules, etc.

• Provide high quality support to psychiatric prescribing providers including facilitating medication refill requests, triaging the care coordination work providers need to do, documenting and following up on calls regarding medication questions and side effect concerns.

• Take, process, and maintain records for program referrals.

• Collect, record, and report client insurance information. Complete insurance verification checks.

• Execute internal protocols for triaging mental health crises by phone or in person.

• Must be able to work regularly scheduled working hours.

Additional Duties and Responsibilities

• Maintain clinical records from intake through discharge. Ensure that all files comply with agency, state, federal and insurance compliance requirements.

• Work with other support staff to ensure all administrative duties for the division are completed and provide coverage for other administrative staff as needed.

• Respond to request for records while following HIPAA privacy and security regulations.

• Track and obtain service authorizations as needed.

• Develop and maintain relationships with program providers, program participants, and external providers.

• Track data and run reports to best support division programs and management team in evaluating programs and measuring outcome data.

• Promote team building and positive relationships between management and staff.

• Attend division and program staff meetings and develop and distribute meeting records.

• Coordinate scheduling, room arrangements, refreshments, and other support for meetings and trainings as needed.

• Coordinate special events for staff and program participants.

• Work with Operations Manager and other administrative staff during weekly meetings to make recommendations for overall better administrative support of the division.

• Assure program participant and employee privacy is maintained by being knowledgeable and following HIPAA privacy and security regulations.

• Assist in financial management duties including Accounts Payable and Accounts Receivable and overseeing timesheets of contract workers.

Job Highlights:

• Medical, Dental & Vision Insurance

• 403(b) Retirement Plan

• HSA & FSA Programs

• Employer Paid Life Insurance, Short-Term/Long-Term Disability

• Quality training, continuing career education and leadership programs

• Paid Time Off (Vacation, Holiday & Sick Days)

Required Qualifications:

• High school diploma/GED
• 2 years experience with Microsoft Office Suite/Microsoft 365 or ability to show proficiency
• 2 years experience in administrative support, preferably in a mental health or other healthcare setting

About Us:

Vona is part of Volunteers of America MN/WI which serves as an affiliate of the Volunteers of America parent organization.

Volunteers of America Minnesota is a nonprofit health and human services organization that annually serves more than 25,000 children, adolescents and their families, older adults, students, persons with disabilities and special needs, and adults completing incarceration. Since 1896, we have helped people gain self-reliance, dignity, and hope.

Take pride in helping others and join us today!

At VOA, we celebrate sharing, encouraging and embracing diversity. Equal employment opportunities are available to all without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, parental status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. We believe that blending individual strengths and unique personal differences nurtures and supports our organizations' shared commitment to our mission and creates an inclusive and diverse environment where everyone feels valued and has the opportunity to do their personal best.