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Hand of Mercy Health Care – Portland, Maine

Hand of Mercy Health Care is seeking a dependable and organized Healthcare Administrative Assistant to join our team at our main office in Portland, Maine. This position plays an important role in supporting daily administrative operations and assisting our clinical and case management teams in delivering high-quality behavioral health and community services.

We are looking for a detail-oriented professional with strong communication and organizational skills who is interested in growing with our agency.

Position Details

• Position Type: Full-Time

• Salary: $47,932 annually

• Equivalent Hourly Reference Rate: $23.00 per hour

• Number of Openings: 1

• Work Location: 30 Blueberry Rd. Portland, ME 04102

Work Schedule

• Monday – Friday

• 9:00 AM – 5:00 PM

• 8-hour shift including one hour of paid break time

Benefits

Eligible employees may participate in the following benefits, subject to plan terms and eligibility requirements:

• Medical Insurance

• Dental Insurance

• Vision Insurance

• Life Insurance

• Short-Term Disability Benefit

• Paid Public Holidays

• Paid Sick Time

• Paid Time Off (PTO) – 80 hours annually with increases based on tenure

• Earned Paid Leave (EPL) – 40 hours annually

• 401(k) Retirement Plan with company matching (if applicable)

• Annual pay increases based on performance and organizational policies

• Professional development and training opportunities

• Performance-based bonus opportunities

Minimum Qualifications

• High school diploma or equivalent required

• At least one (1) year of administrative or office support experience preferred

• Strong organizational and time-management skills

• Ability to communicate effectively both verbally and in writing

• Proficiency with Microsoft Word and Microsoft Excel

• Ability to work with diverse populations in a professional and respectful manner

• Ability to manage multiple tasks and prioritize assignments

• Experience with Electronic Health Records (EHR) or healthcare documentation systems preferred

Primary Responsibilities

• Serve as the first point of contact for visitors and incoming calls, greeting guests and directing inquiries appropriately

• Answer phone calls and assist callers or route them to the appropriate staff member

• Scan and upload received faxes and documents into the Electronic Health Record (EHR) system

• Enter required data into healthcare portals to request or extend patient services

• Complete prior authorization registrations for new referrals

• Enter new referral information into the EHR system

• Verify patient service due dates and confirm available service units to ensure services remain authorized

• Follow up with providers to ensure completion of required Clinical Service Requests (CSR) or related documentation

• Send reminder emails to case managers and clinicians regarding documentation needed to extend services

• Update patient authorizations within the EHR when services are extended or when new services are approved

• Maintain accurate administrative records and documentation in accordance with agency policies

Additional Expectations

• Maintain confidentiality of client information in accordance with HIPAA and applicable federal and state privacy laws

• Perform administrative duties in accordance with agency policies and healthcare regulatory requirements

• Treat all clients, visitors, and colleagues with dignity and respect

• Support a professional and organized office environment

Equal Opportunity Employer

Hand of Mercy Health Care is an Equal Opportunity Employer and complies with all applicable federal and Maine employment laws. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other status protected by law.

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