Administrative Specialist

Role Overview:

The Administrative Specialist at Brandstein Family Services is the “behind the scenes” hero. A successful person in this role is very comfortable navigating insurance and regulatory requirements. This person has exceptional organizational abilities to ensure that all client cases and staff are always in compliance with insurance and regulatory requirements. The Administrative Specialist at Brandstein Family Services plays a significant role in supporting the detail-oriented intricacies of an ABA agency that enable it to deliver clinical quality.

Minimum Qualifications:

· Bachelor's degree in psychology, social work, counseling, education, human services, public administration, business administration, or related field

· Minimum of 2 years office administration or similar experience within a behavioral-health focused company.

· Ability to demonstrate competence in oral and written communication, organizational skills and interpersonal-relations

· Exceptional organizational skills

· Ability to connect with a diverse population of families with minimal direction

· Ability to effectively work and collaborate in both office and remote settings

Preferred Qualifications:

· Previous experience in:

o Working for a home-based behavioral health agency

o A role balancing oversight of regulatory compliance and submitting insurance authorizations

· Understanding of Applied Behavioral Analysis (ABA)

Responsibilities:

· Enter service authorizations and submit authorization requests to payers (insurance companies)

o Follow-up on related denials and appeals

o Ensure timely filing of renewal authorizations and annual document signature updates

· Perform monthly check-in with client families to inquire about staff timeliness for sessions and overall satisfaction with services

· Monitoring for IBHS compliance, including quality-improvement plan

· Prepare files, rosters etc. as required for insurance audits

· Ensure compliance with staff qualifications and training requirements

· Monitor EMR reports and address needs as indicated

· Staff credentialing

· Play a significant role in client onboarding processes

o Add families to waitlist

o Follow-up with families to see if they are still interested when they are close to beginning of waitlist

· Run monthly eligibility checks and notes signature reports and follow-up on any issues found

· IBHS Medicaid access surveys and coordination calls

· Purchase and send remote assessments to families

· Ensure office supplies are appropriately stocked (ex: toner, kitchen items, pens, etc.)

· Manage toy inventory

· Create and schedule social media posts (Facebook, LinkedIn, and Instagram)

· Perform other duties as assigned

Knowledge/Skills/Abilities:

· Strong communication skills to work with a diverse team

· Knowledge and proficiency with Microsoft Office productivity suite (Word, Excel, Outlook, and SharePoint, specifically)

· Ability to utilize a copier, phone system, laminator and other office materials as necessary for the position

· Ability to respond quickly (within 24 business hours) to phone calls, text messages, and emails

· Ability to problem-solve and make decisions including during emergencies

· Ability to develop rapport and work productively with both clients and parents to foster relationships and trust

· Comfortable working with PHI in a HIPAA-compliant environment

· Strong organizational and time management skills

· Strong oral, written and interpersonal skills

Job Type: Full-time

Pay: $20.00 - $28.00 per hour

Expected hours: 30 – 40 per week

Benefits:

• Flexible schedule
• Professional development assistance
• Referral program

Schedule:

• Choose your own hours
• Monday to Friday
• No nights
• No weekends

Education:

• Bachelor's (Preferred)

Ability to Relocate:

• Warrington, PA 18976: Relocate before starting work (Required)

Work Location: Hybrid remote in Warrington, PA 18976