Harbor Behavioral Healthcare

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Grant Administrative Support Specialist

at Harbor Behavioral Healthcare

Posted: 11/16/2017
Job Reference #: *4BBC99BB4CB386BC
Keywords: data entry

Job Description

Requisition Number

Post Date

Grant Administrative Support Specialist


Secor Road


Harbor is seeking a Grant Administrative Support Specialist - responsible for referral tracking, training and technical assistance, data management and reporting, scheduling, chart audits, reminding enrollees regarding appointments, filling prescriptions, and requesting and sending medical records for care coordination. Position is full-time.

Job Duties:

  • Delivers excellent customer service in the manner prescribed by the company's customer service standards and takes appropriate action as necessary to clearly understand and resolve client needs on first contact, whenever possible.
  • Answers all calls in a professional, engaging, warm, courteous, and efficient manner in accordance with organization’s Vision with regards to service excellence efforts. Transfers calls or takes accurate written messages for proper and prompt delivery, when necessary.
  • Engages all callers and follows call through to completion scheduling into electronic health record including new appointments, hospital discharge appointments, follow-up appointments, cancellations, and rescheduling.
  • Obtains and enters into computer system the admission information during initial and on-going client contact according to Harbor policy.
  • Delivers meaningful confirmation/reminder calls to promote appropriate client care and improve show rates of scheduled appointments.
  • Follow-up on missed appointments within 24 hours with client and staff to coordinate rescheduling.
  • Produces and disseminates reports used within Health Home team.
  • Assists in care coordination activities as assigned, such as appointment scheduling, referral processing, and follow-up monitoring of referrals and appointment adherence.
  • Completes documentation of care coordination activities within agency defined time frames and procedures.
  • Monitors, track, reports primary and behavioral health care appointments.
  • Attends PCBHI weekly team meetings.

  • An Associate’s degree in business or closely related field, preferred; May substitute previous experience in medical/mental health administrative support services in lieu of associate’s degree.
  • Previous data entry experience is required, and advanced proficiency in Excel preferred.
  • Ability to communicate clearly and effectively with a variety of people and be a team player.
  • Flexibility, ability to multi-task 3 or more tasks simultaneously, and excellent organizational skills also required.
  • Ability to adhere to strict client confidentiality standards and policies.
  • Must be proficient and accurate in computer use and software use to manage and monitor program, and to communicate with staff.
  • Knowledge of Trauma Informed Care principles preferred.
  • Knowledge of skills to work with youth/adults affected by trauma preferred.