Administrative Clinical Program Specialist (Administrative)

1. An Associate's degree or coursework in a business-related field is preferred. A high school diploma or equivalent is required.
2. A minimum of two years of experience in administrative support, secretarial, or clerical roles is required.
3. Demonstrated experience in clinical or healthcare settings, particularly in mental health or social services, with a proven ability to address the unique requirements of mental health programs.
4. Preferred knowledge of insurance reimbursement processes, managed care organizations, medical billing, and authorization procedures.
5. Demonstrate advanced proficiency in Electronic Medical Records (EMR) systems and clinical software, including scheduling tools, telehealth platforms, and data management applications.
6. Exhibit strong technical aptitude and working knowledge of software platforms, with a focus on Google Workspace (Docs, Sheets, Drive, and other applications), ensuring accuracy and efficiency in documentation, scheduling, and communication tasks.
7. Adapt quickly to new technologies and troubleshoot common software or hardware issues, supporting the smooth operation of clinical and administrative processes.
8. Demonstrate strong organizational and multitasking abilities, adapting effectively in dynamic, client-focused settings.
9. Proficient in accurately transcribing handwritten notes and dictation with efficiency and speed, producing high-quality correspondence, reports, and other materials within established deadlines.
10. Comprehensive understanding of record-keeping systems, including methods and techniques for organizing and managing information effectively.
11. Extensive knowledge of professional business communication, including grammar, spelling, and punctuation.
12. Strong interpersonal skills with the ability to engage and interact effectively with colleagues, clients, and the general public both in person and over the phone. Demonstrates excellent communication abilities, fostering positive relationships with clients and clinical staff while creating a welcoming environment and delivering exceptional customer service.
13. Demonstrated ability to work independently, prioritize tasks effectively, and handle sensitive information with the utmost confidentiality.
14. Ability to align with the agency's Mission Statement and actively uphold and promote its Core Values.
15. Must have acceptable PA State Police clearance, PA Child Abuse History clearance and FBI clearance.

1. Maintain and monitor program authorizations, including submitting required information to counties, managed care organizations, and private insurance providers based on client benefits.Address authorization issues and corrections not requiring clinical input, and coordinate with clinical staff for necessary follow-up.
2. Collaborate with clinical billing teams to resolve billing discrepancies and insurance-related issues. Track encounter form discrepancies and billing errors, ensuring timely follow-up with staff.
3. Track due dates and deadlines based on program requirements and create alerts and reminders for clinical staff.
4. Maintain and track list of encounter form discrepancies and billing errors for respective program. Follow up with staff as needed.
5. Organize client-related documents, ensuring compliance with HIPAA and other regulatory requirements.
6. Perform receptionist duties when Administrative Program Assistant or Senior Administrative Program Assistant is not in the office to include: Answer telephone, accept referrals, send faxes and distribute incoming faxes to appropriate staff. Schedule appointments; answers not requiring knowledge of professional subject manner; refer more complex issues to appropriate agency staff.
7. Monitor case files for multiple programs to include completeness of forms, track and distribute documents, complete filing as needed and complete dictation as assigned.
8. Provide administrative support; typing, scheduling, copying as requested by line staff.
9. Maintain appropriate professional boundaries and seek supervision when questions arise.
10. Manage schedules for the conference room, vehicles, outpatient therapy rooms and other shared office space.
11. Organize all closed records for the office. Track location and destruction date of all closed charts.
12. Distribute bulk emails to all office distribution lists, as requested.
13. Maintain membership in WEAT, Safety Committee and/or Sanctuary CORE team.
14. Maintain program capacity reports and collaboration with outside providers regarding program referrals and openings
15. Monitor appropriate reports to support program leadership with admission and discharge process
16. Monitor when authorizations (i.e., IBHS Written Orders) are ending and contact the families as well as alert the staff. Assist in scheduling necessary appointments to acquire re-authorization of services.

1. Demonstrate empathy and sensitivity in client interactions, addressing the diverse needs of individuals and families within a clinical setting.
2. Maintain strict adherence to HIPAA guidelines and confidentiality standards in all job responsibilities to ensure client privacy.
3. Exhibit advanced proficiency in Electronic Medical Records (EMR) systems, including the Client Portal. Support and train staff and clients on portal usage. Directly assist clients in setting up their accounts and navigating the portal through telephone, audio/video, or in-person interactions.
4. Coordinate psychological and psychiatric services respectively, including managing schedules, handling medication inquiries and assisting families and consumers.
5. Assist with program referrals and intake as needed. Ensure that new client information is in the EMR to include pre-certifications and referrals depending on the program along with vital information.
6. Coordinate psychological and psychiatric services, including managing provider schedules, addressing medication inquiries, refill requests, and assisting families and consumers with necessary support.
7. Manage current client records, respond to record requests, maintain a detailed records log, and invoice appropriate agencies in a timely manner.
8. Provide administrative assistance in crisis intervention efforts, coordinating emergency referrals and follow-up appointments as directed by clinical leadership.
9. Assist program staff with data entry and management across various systems, including Unicentric Client Portal, Kidnet, Loomis, and Provider Connect.

Job Location:
Zelienople, PA

Position Type:
Full-Time/Regular

Who We Are: Founded in 1854 by the Rev. Dr. William Passavant in Zelienople, Pennsylvania, Glade Run has evolved over the years to meet the changing and increasingly challenging needs of children, adults and families throughout Western Pennsylvania and beyond. With a focus on education, mental health, autism, and unique therapeutic offerings, Glade Run has a long tradition of linking faith and service. Last year, Glade Run served over 5,000 individuals with impactful, innovative services in school, home, and community settings. Equal Opportunity Employer

What We Offer:
(Must meet eligibility requirements- see policies/plan documents for complete requirements and eligibility)

• Comprehensive benefits including medical, dental, vision, paid time off, paid sick time and 401K offerings with agency match
• Agency provided life insurance and long-term disability coverage
• Tuition reimbursement 
• Employee Referral Bonus Incentives
• Employee Assistance Program
• Approved Agency for Public Student Loan Forgiveness
• Partnership with Capella University offering scholarships, tuition discounts, and free professional development opportunities
• Glade Run is Sanctuary certified – we provide a supportive, respectful environment for our clients and our staff where shared governance, open communication, social learning and responsibility, non-violence, emotional intelligence, and growth and change are paramount in all aspects of our programming