Clinical Behavior Administrator Assistant

POSITION SUMMARY

The Clinical Behavior Administrator Assistant provides essential administrative and operational support to the Clinical Behavior Administrator and the broader behavioral health clinical team. This role serves as a key liaison between clinical staff, clients, and administrative departments, ensuring efficient workflow, accurate documentation, and compliance with regulatory and organizational standards. The ideal candidate is detail-oriented, compassionate, and committed to supporting quality behavioral health services.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Support

• Assist the Clinical Behavior Administrator with daily scheduling, calendar management, and coordination of clinical staff activities.
  
• Prepare, organize, and maintain clinical records, treatment plans, and confidential client documentation in accordance with HIPAA regulations.
  
• Draft correspondence, memos, reports, and meeting agendas as directed by the Clinical Behavior Administrator.
  
• Manage incoming calls, emails, and communications, directing inquiries to the appropriate clinical or administrative personnel.
  
• Order and maintain office supplies and clinical administrative materials.
  

Clinical Operations Support

• Coordinate scheduling of client appointments, intakes, assessments, and follow-up visits.
  
• Support the management of electronic health records (EHR) systems, ensuring data accuracy and timely entry.
  
• Assist in preparing materials for treatment team meetings, case reviews, and clinical supervision sessions.
  
• Monitor and track deadlines for treatment plan reviews, authorizations, and compliance documentation.
  
• Facilitate communication between clinical staff, clients, insurance providers, and community partners.
  

Compliance & Quality Assurance

• Ensure documentation meets state, federal, and accreditation standards (e.g., CARF, Joint Commission, Medicaid/Medicare guidelines).
  
• Assist in auditing clinical files for completeness and accuracy.
  
• Support preparation for regulatory inspections, licensing reviews, and accreditation surveys.
  
• Maintain up-to-date knowledge of relevant behavioral health policies and procedures.
  

Billing & Authorization Support

• Assist with insurance verification, prior authorization requests, and coordination of benefits.
  
• Collaborate with billing department to resolve claim discrepancies and documentation issues.
  
• Track authorization expiration dates and alert clinical staff for timely renewals.
  

Miscellaneous

• Participate in staff meetings, trainings, and organizational initiatives as required.
  
• Perform other duties as assigned by the Clinical Behavior Administrator or Program Director.
  

QUALIFICATIONS

Education

• Associate's or Bachelor's degree in Healthcare Administration, Psychology, Social Services, Business Administration, or a related field preferred.
  
• High school diploma or GED required; equivalent combination of education and experience will be considered.
  

Experience

• Minimum 1–2 years of administrative or clerical experience in a behavioral health, mental health, or healthcare setting preferred.
  
• Experience with electronic health record (EHR) systems strongly preferred.
  
• Knowledge of behavioral health terminology, Medicaid/Medicare billing processes, and clinical documentation standards is a plus.
  

Skills & Competencies

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and EHR/practice management software.
  
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
  
• Excellent written and verbal communication skills.
  
• High degree of confidentiality, professionalism, and ethical conduct.
  
• Ability to work collaboratively in a multidisciplinary team environment.
  
• Sensitivity and respect for diverse populations served in behavioral health settings.
  

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prolonged periods of sitting at a desk and working on a computer.
  
• Occasional lifting or carrying of office materials up to 20 lbs.
  
• Ability to move throughout the facility as needed.
  

WORK ENVIRONMENT

• Office-based environment within a behavioral health clinical setting.
  
• May require occasional exposure to sensitive client situations; emotional resilience and professional boundaries are essential.
  
• Hybrid or remote work options may be available based on organizational needs and role requirements.
  

EQUAL OPPORTUNITY EMPLOYER

AWC Behavioral Health is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.