WellSpring Office Administrator

Supervisor: WellSpring Office Manager

GOAL: To advance the mission of WellSpring Counseling, a subsidiary affiliate of Central Ohio Youth for Christ, by providing excellent administrative support for clients and staff.

KEY OBJECTIVES

• Assist with client intake and referral
• Help ensure a tidy, professional office environment
• Provide administrative support for clinicians and staff
• Provide billing assistance
• Collect and report practice metrics
• Fulfill staff spiritual responsibilities

SPECIFIC DUTIES

Responsibilities include, but are not limited to, the following:

Client Intake and Referral

• Answer incoming client calls in a timely manner
• Promptly connect potential client referrals to clinicians
• Manage the ongoing client waitlist
• Assist with other intake and referral tasks as needed

Office Maintenance

• Monitor usage and inventory of office supplies
• Order new office supplies and furniture as needed
• Provide troubleshooting expertise and knowledge to clinicians who request help
• Maintain a clean and tidy office environment in collaboration with clinicians

Administrative Support

• Assist with onboarding new clinicians
• Support staff celebrations including milestones, birthdays, and other events
• Assist with insurance applications for independently licensed clinicians
• Maintain paper and electronic files as needed, according to document retention policies
• Help facilitate staff development lunch by coordinating food, setup, tech support, as well as other logistical needs

Billing Support

• Help to resolve open client balances by communicating with individual clients in a timely manner
• Assist in maintaining and managing the "red flag" list
• Diligently follow-up with insurance billing issues and pursue resolution on claims
• Assist with insurance payments and WellSpring payroll

Data Collection and Reporting

• Collect intake and termination metrics on a monthly basis
• Send feedback surveys to terminated clients at the end of each month
• Help with ongoing staff metrics and data reporting as needed

Spiritual Responsibilities

Because COYFC its affiliates and subsidiaries are part of the same faith-based organization, we share a faith infused mission and set of values. Therefore, we require all employees to embrace and consistently apply Biblical beliefs and practices at work and outside of work (as summarized in the Statement of Faith and Mission) and to represent the Character of Christ to the broader community (as summarized in our “Living the life of a leader” Code of Conduct).

• Be ready and willing to lead and contribute to distinctly Christian activities as needed.
• Infuse prayer for God’s guidance and wisdom into the culture of WellSpring for the organization as a whole as well as for day-to-day work.
• Be ready and willing to explain the faith mission of COYFC and WellSpring Counseling, rooted in the Christian faith, to anyone who inquires.