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SalaryMay Institute is currently seeking an Administrative Assistant to support the May Center for ABA in Randolph, MA. The Administrative Assistant’s position entails coordinating engagement in ABA services by reaching out to families, funding sources, and referral sources. The Administrative position focuses on communicating with stakeholders, as well as families regarding ABA services. Key components also entail organizing client files to abide by HIPPA regulations, submitting documents for medically necessary services, and helping with the overall functioning of the center. Specific responsibilities are detailed below.
Responsibilities:
- Takes Referrals for new clients, processes all related paperwork, checks and verifies insurance coverage.
- Contacts families, as needed, to update status of application and waiting list.
- Organizes and scans all clinical documentation in the appropriate section of the clinical file adhering to programmatic filing guidelines.
- Schedules, runs, and completes paperwork associated with semiannual fire drills.
- Conducts monthly checks on the AED machine and enters these checks into the web portal.
- Maintains other elements of the site’s Emergency Management Plan.
- Completes and submits monthly safety checklist for site office.
- Obtains referrals from pediatricians for Early Intervention children enrolled in Mass Health PCC plans.
- Creates and maintains all Insurance based children’s’ clinical and discharge files.
- Prepares Family Satisfaction Survey Report.
- Provides administrative support to clinical staff as necessary.
- Prepares Intake and Parent Handbooks and maintains ample supply of necessary forms.
- Assists Director with processing and submitting reimbursements such as mileage, cell phone, etc.
- Obtains and mails medical records for Social Security Verification requests. Prints and submits payment history to accounts receivable monthly.
- Ensures compliance of HIPPA requirements.
- Completes all assigned tasks in an accurate and timely manner.
- Adheres to the May Institute Policy & Procedure which protects the privacy and security of consumer health information.
- Maintains the security of electronic media and returns media to his/her supervisor when appropriate.
- Other special projects as required or assigned.
- High School Diploma or GED required.
- Two years of direct experience as an Administrative Assistant, office assistant, secretary or other clerical experience in a medical treatment setting.
- Proficiency in MS Office (Excel, Powerpoint, Word)
- Strong organizational skills with the ability to multi-task.
- Experience working with a variety of funding sources including private health insurance.
- Excellent written and verbal communication skills.
May Institute is an Equal Opportunity employer of qualified individuals and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status or any other basis protected by applicable federal, state or local law. May Institute also prohibits harassment of applicants or employees based on any of the protected categories.
