Job Description
Responsibilities
- Support operational processes and financial functions of the center under the direction of the CEO
- Support the accounting department by reconciling invoices, tracking payments, and organizing receipts
- Coordinate intakes and manage external referrals
- Respond to client inquiries and referrals within 24 hours to ensure timely access to care
- Provide tours to prospective clients when requested
- Collect insurance information from clients and referral sources
- Conduct benefits checks: verify client insurance coverage and understand plan specifics, including PHP/IOP coverage and pre-authorization requirements
- Discuss financial aspects of the program and insurance benefits with prospective and enrolled clients
- Support completion of client FMLA paperwork and similar documentation
- Maintain confidentiality of sensitive information
- Participate in orientation of newly enrolled clients
- Perform utilization reviews: initiate prior authorizations and complete concurrent reviews
- Maintain a system for tracking/coordinating the utilization review (UR) process
- Track status of authorized and remaining treatment days for enrolled clients
- Collaborate with the clinical team to understand the present status of each client as it relates to ongoing need for care
- Assist in scheduling periodic peer reviews
- Submit insurance claims accurately and timely
- Resolve claim discrepancies with insurance payors
- Establish payment arrangements with clients
- Provide itemized bills for clients and insurance companies when requested
- Prepare and provide additional documentation to insurance payors when requested
- Resolve overdue client accounts
- Generate and reconcile UR-related reports for the accounting department
- Support new hire coordination
- Support scheduling, primarily for the CEO
- Participate in and facilitate company projects and events
- Assist with business development, specifically supporting marketing and outreach needs
- Perform general clerical duties, including organizing, copying/scanning documents, and maintaining original documentation
- Manage office supplies including ordering and organizing therapy and kitchen supplies
- Promote the maintenance of a comfortable working environment
- Answer phone calls, emails, and all other communications professionally and timely
- Direct phone calls appropriately
- Perform other duties as assigned
- Demonstrate flexibility and organizational skills
- Treat clients at all times with respect, patience, and kindness while maintaining confidentiality
Skills and Qualifications
- College degree required, preferably in business administration or related field
- Experience in a clinical or medical setting is preferred
- Understanding of HIPAA regulations is preferred
- Proficiency in clinical terminology, ideally in behavioral health, is a plus
- Familiarity with the use of EMR systems and payor portals is a plus
- Strong computer skills and ability to readily learn new software
- Excellent organizational and time management skills
- Exceptional professionalism and communication skills
- Proven ability to manage projects and prioritize tasks
- Must be efficient and have strong attention to detail
- Problem-solving orientation with an eagerness to identify process gaps and implement practical solutions
- Solid ability to work independently, while recognizing when support is needed and demonstrating the willingness to request assistance
- Capacity to manage multiple priorities and respond with confidence during challenging situations
- Sensitive, warm, and collaborative
The ideal candidate will embody Greywood’s values:
- Innovation: We are continuously advancing, improving, and challenging the status quo.
- Data: We are committed to rigorous frameworks and scientific methodologies in program design and assessment.
- Integrity: We uphold the highest standards of honesty, ethics, and transparency.
- Empathy: We create a culture of balance, warmth and belonging, where everyone is treated with kindness, compassion, and respect.
- Collaboration: We work together with our internal and external stakeholders to achieve the best possible results for our clients and their families.
- Excellence: We are passionate about our work and strive to be exemplary thought leaders in our field.
Benefits
We value our employees’ time and efforts. Our commitment to your success is enhanced by our competitive compensation and benefits package for employees working at least .8 FTE or greater, including:
- Competitive salary
- Medical, dental, life and vision benefits
- PTO
- We work to maintain the best possible environment for our employees, where people can learn and grow with the company. We strive to provide a collaborative, creative environment where each person feels encouraged to contribute to our processes, decisions, planning, and culture.
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