Administrative Assistant: Family Based Program

FAMILY BASED ADMINISTRATIVE ASSISTANT IN SOUTHWEST PHILADELPHIA

The Administrative Assistant within Family Based is responsible for supporting the administrative operations of the Family Based Program and managing the office; ensuring compliance with operating policies and procedures and outside regulatory requirements; communicating with appropriate management and employee personnel; providing periodic reports. Interpersonal skills sufficient to interact with sensitivity with patients, families, and external agencies.

 The Administrative Assistant will:

• Serves as the Receptionist for the program; greets visitors; answers the telephone and face-to-face requests from staff, families, and external agencies; directs inquiries to appropriate parties.


• Promotes a warm and friendly environment for the children, families, and clinicians; maintains clean, tidy, and comfortable waiting area(s).


• Prepares various correspondence, including monthly Family Surveys, meeting minutes, and other documents as requested, including copying, scanning, faxing, and emailing relevant materials as required.

• Review and process all Family Based referrals, and collaboratively assign to FBS treatment teams, with support from FBMHS leadership.


• Contact families via the process outlined by Admission policy within 24 hours to review services and introduce the FBMHS Treatment Team assigned.  Enter the family’s referral information (demographic and clinical) into the electronic health record.


• Reviews clinical documentation on a weekly basis to ensure accuracy to ensure proper payment and billing and works in conjunction with FBMHS leadership and the fiscal department when questions and challenges arise.


• Completes monthly service verifications with clients, families, and other community services


• Completes chart audits on a regular basis to ensure compliance, including initial chart audits, batch reports, and EVS eligibility information.

• Support the Program Director by following up on any outstanding requests, approvals, or tasks needed by the Director or the team to support operational effectiveness of the program.


• Assist with front desk coverage when needed.

Why Gemma? Gemma offers a generous benefits package that includes full medical insurance coverage at no cost to the employee, eight (8) paid holidays and over three (3) weeks of paid time off in the first year. In addition, Gemma offers referral bonuses, education assistance and self-care funds for each program to participate in wellness activities.

This is a hybrid role: Monday – Friday, full-time position that is based out of our Preheim Center in Southwest Philadelphia.

Experience and Education: A high school diploma or equivalent with an emphasis in business curriculum. Bachelor’s degree preferred. A minimum of two (2) years' related experience required. Experience in the mental and behavioral health field strongly preferred. Clinical knowledge preferred.