This position is located at the Clackamas Health Center in Milwaukie. The schedule for this position is Monday through Friday, 9:30 a.m. to 6:00 p.m.

Office Specialist is responsible for providing administrative services on behalf of the clinical programs, while supporting a Trauma Informed Care environment. With the high prevalence of trauma among individuals receiving mental health services, it is required the Office Specialist understand the effects of trauma on health, coping, and other aspects of the lives of those we serve. This position will provide reception and front desk support, maintain clinical records, prepare cash deposits, scheduling and other administrative support duties for the Health Centers

All incumbents must understand, appreciate, and respect the diversity and cultural differences within our Cascadia community. It is expected that there is an awareness and sensitivity to the perspectives and perceptions to those we serve, as well as our colleagues. As Cascadia is Trauma informed, the incumbent must support a Trauma Informed Care Environment. With the high prevalence of trauma among individuals receiving behavioral health services, it is required that the incumbent understand the effects of trauma on health, coping, and other aspects of the lives of those we serve.

On the first of the month, following 60 days of employment, benefit eligible employees (20/hrs. or more per week) are able to enjoy affordable, low cost, medical, dental, and vision benefits. Additionally, Cascadia provides a generous paid time off package, volunteer time off, and more. Upon hire, you will complete paid training and then continue to train onsite in your new job. During the first week of training, you will learn about the agency, understanding those we serve, Trauma informed care, and other skills to prepare you for significant and meaningful work in the behavioral health field, whether you are providing clinical services or non-direct services. Click here to learn about the benefits we offer and more.

Essential Duties

• Create and maintain a welcoming environment for clients and guests; assist clients with paperwork.
• Provide general office support with a variety of clerical activities and related tasks including, but not limited to, answering and directing incoming calls, mail distribution, requisition of supplies, managing fax transmissions and other clerical duties.
• Enter “soft” enrollments except for certain program exemptions.
• In collaboration with program leadership, assure clinicians are submitting Service Logs, enrollments and terminations in a timely manner.
• Verify insurance coverage of clients, copy insurance cards, collect co-payments and issue receipts.
• Schedule client appointments and provide reminder calls to clients. Obtain information from the Central Intake database on first time clients.
• Manage the waiting room, including assessing need for Clinical Triage.
• Assemble clinical and administrative materials and maintain work area to support workflow needs.
• Run reports for Program Managers and assist with EHR management reports.
• Assist in crisis situations as appropriate, following emergency protocols/procedures and coordinating with the treatment team with interventions which support a trauma informed environment for clients and staff.
• Demonstrate responsibility for safety of clients and property; possess working knowledge of fire regulations and evacuation procedures.
• Adhere to mandatory abuse reporting laws and HIPAA requirements.
• Complete annual employee training requirements on a timely basis as indicated in the licensing requirements for the facility as well as agency requirements. Attend seminars, training and other educational opportunities in order to develop professional skills and abilities.
• Participate in all scheduled staff meetings, supervision sessions, and other departmental and agency meetings.
• Perform other duties as assigned.
• Scanning of incoming documentation from outside sources into electronic file.
• Send electronic Urinalysis reports to client’s files.
• Provide input on all relevant documentation and procedural requirements.

Qualifications:

• Two years of work experience in an office setting, facilities, insurance, and/or healthcare experience providing customer service is preferred or a demonstrated ability to fulfill the requirements of the position.
• Office or project management experience a plus.
• Type 50 wpm
• Operate Computer hardware and software at a level to effectively perform the job functions, including entering and retrieving data
• Familiarity with basic office equipment i.e. fax machines, printers, copiers
• Basic skills with PC systems, including MS Windows, Word, and Excel

Working Conditions:

• Work is generally performed in a shared work environment, in a health center setting, with standard day time office hours, typically 8:30 am to 5:00 pm. The clinical office setting includes the Front Desk and Reception areas, clinical record areas, and shared offices.
• Occasional overtime or evening work is required.
• Universal Precautions and remaining alert to the environment are critical to address the potential for violent behavior, exposure to disease, bio-hazards, noise and contaminants.
• The Office Specialist must have the ability to assist the team in providing safety to all residents and staff in potentially volatile situations.
• Requires constant periods of being stationary at a computer and assisting customers

Cascadia is an Equal Opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. If you need assistance or an accommodation due to a disability, you may contact us at 503.963.7654 or at peopleandculture@cascadiabhc.org

This position is represented by a Labor Union