Hybrid Dallas Administrator chez Life Enhancement Services

Position: Administrator

Reports To: Managing Partners

Purpose: Enhances the executive teams effectiveness by providing administrative and billing support.

Qualifications: Understanding of organizational structure, scheduling, time management, reporting skills, travel logistics, verbal communication, Microsoft Office

Client Intake/Administrative:

Client Registration: The first point of contact, handling initial paperwork, gathering client information (medical history, insurance details, etc.), and ensuring accurate record-keeping.

· Sharenote Tasks: Create and update client profiles with accurate and current information, including demographics, insurance, and other pertinent details.

· CMBHS: Before contacting clients for appointments, verify their information in the CMBHS system to confirm eligibility and prevent scheduling issues.

· Clearly communicate where clients are in the referral process, including pending steps and estimated timelines.

· Provide guidance on the next steps and who to contact for additional information

Referral Management:

· Focus on intake documents by reviewing required paperwork, ensuring completeness, and addressing any missing information before the appointment.

· Confirm appointments with clients, providing necessary instructions and verifying details such as insurance and required documentation.

· Answer client and staff questions regarding the intake process and expectations.

· In the event a client is attached to another company, contact the client and give them the requested information

· Ensure tracking of referrals are completed within the company guidelines

· Verifying health insurance coverage related to services

· Fielding calls and emails from clients, providers, referral entities, insurance companies

· Maintaining JotForm (adding, editing, creation of various forms)

Reports:

· Ensure that the Executive Leadership Team is provided with accurate census information daily

· Create and submit an intake report and productivity report for the Dallas location weekly

Administrative:

Attend weekly meetings and report staff productivity and intake numbers of new clients.

Receive and sorting mail, and managing outgoing mail, answering phones, responding to emails, and preparing documents like presentations, memos, and office correspondence.

Meetings and appointments: Coordinating meetings and appointments

Supplies: Tracking invoices and office budgets, and providing assistance with other budgeting and bookkeeping activities, maintaining office supplies inventory and requesting new supplies when needed

Records and documentation: Maintaining records, documentation, and files of clients during the intake process

Order food for various events

Community Outreach:

Plan and direct activities designed to create or maintain the public image or raise awareness of organization by attending events in the community

Order marketing supplies for the Dallas Outreach Team

Ensure that the Executive Leadership Team is provided with accurate census information throughout the week.

Responsible for submitting a minimum of 10 client referrals/entities that yield an increase to the census of the company per month.