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  • Administrative Support

    (Job via CareerBuilder) Behavioral Health GroupWichita Falls, TX

    Job #119579592

The Administrative Support position is responsible for the smooth operation and communication of inter-department services.  He/she will report to the Program Director or Office Manager (if one is assigned to the location) on all matters pertaining to his/her duties.  The Administrative Support position will greet individuals entering the treatment center, request patient IDs to validate treatment program participation, check patient monetary status, collect balances due, and perform all office duties including assisting in the preparation of the required weekly reports.

Summary of Essential Job Functions:

Professional Development

  • Responsible for the achievement of assigned specific annual goals and objectives



  • Participate in all trainings as required by federal, state, local and accrediting agencies.

Duties and Responsibilities

  • Greet all individuals entering the treatment center

  • Maintain an organized waiting area

  • Validate patient participation in program through checking identification

  • Check and inform patient and key staff about the patients monetary status

  • Collect and account for patient fees

  • Maintain security of treatment center funds and provide financial reporting

  • Assist patients in completing insurance forms for submission as needed

  • Be able to efficiently use a computer

  • Be able to perform daily accounting duties

  • Complete weekly reports and email them to the COO, the Regional Director, Program Director and accounting department

  • Be able to efficiently use the treatment centers computer program for patient fee collection and financial accountability

  • Send out monthly statements if applicable

  • Filing for third party reimbursement (i.e. Medicaid) if applicable

  • Perform general clerical work and filing

  • Cover reception desk during dispensing hours.  This includes answering phones, setting patient appointments, and scheduling intakes

  • Admit and discharge patients from the Central Registry to include preparing and submitting state mandated Central Registry Reports following Program Director review and approval

  • Assist Program Director with updating daily and monthly census forms

  • Make copies for all team members as needed

  • Make and maintain an adequate number of blank charts for intakes

  • Assist Program Director in correcting patient/counselor caseload listings on a weekly basis or as needed

  • Maintain inventory and order office supplies

  • Run work-related errands as  needed such as prepare and take mail to post office and/or deliver bank deposits when tasks are assigned

  • Create and/or type documents, including letters and notices, as needed and requested

  • Schedule patient appointments with the physician

  • Advise Program Director of problems encountered with job duties and schedule, if applicable

  • Maintain and help with a chart monitoring system

  • Attend conferences, meetings and training programs as directed

  • Attend weekly treatment team meetings prepared to discuss individual patient issues as related to the Administrative Support position duties

  • Hold a basic understanding of alcohol/drug abuse and addiction

  • Develop professional, helpful and effective relationships with patients

  • Maintain the highest level of confidentiality and appropriate boundaries with patients

  • Be able to function as a team member, working in conjunction with all other team members in a helpful, positive manner

  • Be able to project a positive and professional image to the community, in representation of the Company

  • Participate in and/or help perform, schedule, or attend monthly  in-service trainings

  • Help ensure the treatment center meets all accrediting body standards, and complete assigned activities in order to achieve this

  • Perform Safety Officer responsibilities if assigned

  • Engage in outreach activities, which may include writing letters and making follow up calls to community agencies

  • Meet BHG attendance standards and be present and ready for work at the beginning of their established work schedule

  • Report any work-related injury or illness, or workplace hazards or security issues immediately to supervisor

  • Other duties as assigned by supervisory team


  • Responsible for complying with all federal, state and local regulatory agency requirements

  • Responsible for complying with all accrediting agencies


Minimum Requirement

The ideal candidate must have a high school diploma or equivalent and have one (1) year experience as a general office clerk with basic math and accounting skills and previous cash handling experience.  Must hold and maintain a valid drivers license.  In addition to meeting the qualifications, the ideal candidate will embody the following characteristics and possess the knowledge, skills, and abilities listed below:

  • High integrity 

  • Excellent verbal and written communication skills

  • Sound judgment

  • Efficient

  • Self-starter

  • Strong customer service and interpersonal communication skills

  • Accurate data entry skills with knowledge of basic keyboarding 

  • Ability to work independently and under pressure handling multiple tasks simultaneously

  • Ability to enforce treatment center policies with regard to fee collection

  • Must be able to react quickly

  • Demonstrate basic computer/word processing skills

  • Demonstrate basic knowledge and skill in the use of typical office equipment such as calculator, fax machine, copier, computer, telephone, postage meter, scales, scanner, and computer programs

  • Knowledge of basic math, accounting, and accounts receivable

Physical Requirements and Working Conditions

  • Speaking and hearing ability sufficient to communicate effectively by phone or in person at normal volumes.

  • Vision adequate to read correspondence, computer screen, forms, etc.

  • Prolonged sitting, some bending, stooping and stretching

  • Manual dexterity sufficient to operate keyboard, copier, telephone, calculator and the ability to write phone messages and receipts

  • Variable workload, periodic high stress and activity level

  • Standard medical office conditions and environments

  • Interactions with patients who may be ill, have infectious diseases, have mental health diagnoses and/or are involved in the criminal justice system



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