a We are Hiring a FT Administrative Assistant! - Wellness and Wisdom

We are Hiring a FT Administrative Assistant!

Sage Recovery is seeking a full time Administrative Assistant.

Supports company operations by maintaining office systems and assisting the management team as needed, if needed. This position assists both the Sage Recovery & Wellness Center's outpatient (Westlake location) and the Sage Recovery Villa Residential Treatment Center (Manor location).

Location: The employee's position will be located at the Sage Recovery Villa, but all initial training will be done at the Westlake location. Training will be at the Westlake location for up to 2 months or until the Villa location has opened.

Duties & Responsibilities Include:


  • Check schedule throughout the shift and correct scheduling errors

  • Keep a record of available rooms for new IT clients

  • Count therapist hours daily and add assessments as needed

  • Email FDS with available assessment openings

  • Update assessment wait list


  • Update therapist room spreadsheet with room changes

  • Check census for updates to IT schedule

  • Update authorization list for each IOP

  • Count therapist hours weekly versus what was scheduled for admission meeting

  • Create a list of available assessments for next day based on therapist hours

  • Maintain active list for each IOP group

Other Administrative Tasks

  • Create and run reports in CareCloud

  • Verify client status and add to appropriate census

  • Obtain medical record requests

  • Print records according to request

  • Calculate cost of medical records if applicable

  • Calculate copays/deductibles, create client estimates and enter rate info into CareCloud

  • Scan records requests to CareCloud

  • Document records request in pencil notes

  • Meet with clients to review programs costs

  • Initiate prior authorization if required

  • Initiate appeals as needed

  • Initiate and schedule peer reviews as needed

  • Initiate prior authorizations for IOP clients by sending initial email to therapists

  • Send reminder email (Wednesday) for staff meetings, update agenda, print sign in/agenda sheets for meeting

  • Record minutes of meeting, distribute to staff and add to SharePoint

  • Check for faxes, research fax information, scan information as necessary

  • Place return fax with confirmation in therapist folder

  • Enter recalls for all assessments

  • Call insurance to verify benefits

Records maintenance

  • Maintain file with insurance information and update authorization tab in CareCloud

  • Enter insurance profiles into CareCloud

  • Call insurance to follow up on IA and CR requests

  • Enter assessment outcomes to CareCloud and notify appropriate staff of new admit

  • Documentation of IA and CR status in CareCloud

Other duties as assigned

  • Assists in coordinating communication and events between Westlake office and the Sage Villa site

  • Assists in training new staff if applicable

  • Back-up coverage for Office Manager as needed

Qualifications and Skills

Special Skills:

Telephone skills, excellent verbal communication, listening, professional presentation in representing Sage, punctual and dependable, superior customer service skills, must be organized and able to multi-task and work effectively as a team member.

Qualifications & Education:

  • High School Diploma or equivalent

  • 2 year’s experience in an advanced level administrative role

  • Proficient in Microsoft Excel and Word

  • Medical receptionist background a plus


  • Paid Medical, Dental, & Vision benefits

  • Health Care Spending Account

  • Paid Time Off

Job Type: Full-time

Salary: $14.00 /hour

Required experience:

  • Administrative Assistant: 1 year

Required education:

  • High school or equivalent

**Interested parties email resume and cover letter
to careers@sagerecoveryaustin.com

Come join our awesome team!

Luxury Rehab Center

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