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Cascadia Behavioral Healthcare Office Specialist in Portland, Oregon

Cascadia, one of the largest community behavioral health providers in the state of Oregon, delivers whole health care -- integrated mental health and addiction services, primary care and housing -- to support our communities. Our approach is recovery-oriented and trauma-informed. Cascadia hires innovative, compassionate and dedicated staff who are aligned with trauma informed care and who are committed to working effectively with diverse community populations, and who are expected to strengthen such capacity if hired.

This position is full time located at our Woodland Park Health CEnter in the Gateway neighborhood. The schedule is Monday through Friday 8:30-5pm..

Under Close Supervision, the 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 clinical programs and sites.

Essential Responsibilities

This position description is not intended to be an all-inclusive list of responsibilities, skills, or working conditions associated with the position. Management reserves the right to modify, add or remove duties as necessary.

  • 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 Essentia 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.

Role Specific Responsibilities:

  • 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.

Secondary Responsibilities:

  • 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.

  • Is able to perform CPR, First Aid, and properly use AED equipment. CPR/ First Aid certifications are required and must remain current.

  • Perform other duties as assigned.

This position is represented by a labor union.

The incumbent must have a high school diploma/GED and a minimum of five years of work experience in an office setting or demonstrated ability to do the job.

The incumbent must have at least two years of work experience in an office setting, facilities, insurance, and/or healthcare experience; or demonstrate ability to fulfill the requirements of the position.

Office or project management experience a plus.

Specialized Knowledge, Skills and Abilities:

  • 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.

Physical demands:

  • Regular sitting, Standing, walking, and Keyboarding

  • Occasionally stooping, lifting 20 to 50 lbs, climbing (stairs), crouching, reaching, and running

  • Constant visual and auditory

Cascadia is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status such as race, color, sex, sexual orientation, gender identity, religion, national origin or age.

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled