Administrative Psychiatry Assistant

SUBSIDIARY: The Center for Autism (CFA)

DEPARTMENT: Outpatient Department

ROLE TYPE: Full-Time

JOB OVERVIEW:

The Administrative Psychiatry Assistant is primarily responsible for all administrative support for evening services (Social Competency Program, STEP, Outpatient Therapy Clinic, and Evaluation Services). The Administrative Psychiatry Assistant provides direct support, coordination, and care to individuals receiving outpatient psychiatric services in partnership with the psychiatrist and department leadership. This position reports to the Administrative Intake Manager.

RESPONSIBILITIES:

• Provide front desk coverage Monday-Thursday 10:30 AM-7 PM and Saturday 9:30 AM-2 PM.
• Interact professionally and proactively with clients, visitors, and staff.
• Check in clients, obtain any paperwork needed, and ensure EHR records are up to date.
• Answer and direct incoming calls and faxes to appropriate parties efficiently. Handle all correspondence for evening/weekend services.
• Be responsible for registering checks and handling cash at the front desk.
• Coordinate and schedule all psychiatric appointments for new and existing patients.
• Assist in creating EHR profiles as needed based on client referral sources.
• Reschedule appointments and outreach to families regarding attendance, as needed.
• Coordinate all lab requests and results. Ensure that all lab records are included as part of the patient's health record. Immediately notify the clinical team of irregular or problematic results.
• File, copy, scan, and perform other administrative documentation as needed.
• Act as the primary patient liaison. Respond to and follow up on all patient calls related to psychiatry and/or medication management.
• Coordinate care with the psychiatrist and provide patient follow-up as necessary.
• Complete medication prior authorizations as necessary. Act as the primary liaison with insurance providers and pharmacies to resolve patient issues in a timely manner.
• Actively partner with the psychiatrist to provide comprehensive, person-centered, and high-quality care.
• Obtain Releases of Information as necessary for the psychiatrist.
• Ensure that all medical information in client charts is up to date and accurate in the electronic health record.
• Support coordination of care by engaging in regular, consistent outreach and collaboration with other providers, including primary care and behavioral health providers. Directly partner with CFA/PHMC clinical staff to support quality psychiatric care for each patient.
• Send psychiatry roster to billing departments to verify insurance coverage.
• Manage tracking of psychiatry telehealth copays.
• Ensure timely and complete documentation of all psychiatric services, including treatment planning and discharge planning.
• Maintain current credentialing requirements for the psychiatrist, including annual training requirements and certification.
• Coordinate and support the use of telehealth psychiatric services as necessary.
• Comply with all organizational policies and procedures, including training and supervision requirements.
• Audit and ensure psychiatry documentation remains in compliance (e.g., encounter forms, session notes, treatment plans, discharge summaries).
• Travel to multiple Center for Autism sites, as necessary, to complete primary responsibilities.

SKILLS:

• Strong interpersonal skills; ability to function well as part of a team
• Strong oral and written communication skills
• Strong organizational skills; ability to manage multiple responsibilities simultaneously while maintaining attention to detail
• Ability to quickly form strong working relationships with patients and caregivers; ability to work effectively with a diverse client population
• Flexibility and responsiveness to the immediate needs of patients and the program
• Ability to effectively use technology, including electronic health records (EHR) and Microsoft Office Suite
• Strong knowledge of medical/behavioral health terminology, medications, and diagnoses

EXPERIENCE:

• High school diploma or GED required
• Minimum of one year of experience working in a behavioral health office environment
• Preferred: Experience working with children/adolescents with behavioral health challenges and/or autism spectrum disorder (ASD) and their caregivers

PAY GRADE: 15

PHMC is an Equal Opportunity and E-Verify Employer.