Administrative Assistant - Case Management

The Administrative Assistant supports the daily operations of RiverValley Behavioral Health's Certified Community Behavioral Health Clinic (CCBHC) services in the area of Community Supports by providing high-quality administrative, clerical, and front-office support. This role is critical in ensuring efficient clinic workflow, positive client experience, and accurate documentation in support of integrated mental health, substance use, and primary care services.

The Administrative Assistant serves as a key point of contact for clients and staff of Targeted Case Management, In Home Therapy, Peer Supports, ACT, Therapeutic Community Supports and Care Coordinator. Must demonstrate professionalism, attention to detail, and commitment to confidentiality and trauma-informed care.

Why Choose RiverValley Behavioral Health?

RiverValley Behavioral Health is now a Certified Community Behavioral Health Clinic (CCBHC), expanding access to high-quality, integrated care in the communities we serve. Join a mission-driven organization committed to clinical excellence, professional growth, and meaningful impact.

We offer:

• Competitive pay
• Comprehensive benefits (health, dental, vision, Telehealth)
• Paid time off + 9 holidays
• Retirement plan options
• Tuition reimbursement + free CEUs
• Clinical supervision
• Wellness & employee assistance programs
• Mileage reimbursement for work related travel
• Public Service Loan Forgiveness (PSLF) - eligible employer

• Greet and assist clients, visitors, and staff in a professional, respectful, and trauma-informed manner
• Answer and route incoming calls; respond to inquiries or direct to appropriate staff
• Schedule, confirm, and reschedule appointments across behavioral health and medical services to assist the Care Coordinator.
• Verify and update demographic, insurance, and consent information in the electronic health record (EHR) and the state system to verify Medicaid Eligibility.

• Perform general office duties including filing, scanning, copying, and data entry
• Maintain organized and compliant client records (electronic and paper)
• Prepare routine reports, correspondence, and forms as requested and in a timely manner.
• Coordinate meetings and meeting rooms, including scheduling, agendas, and documentation of minutes as requested.
• Assist with preparation and tracking of CCBHC-required reports, including service utilization, access metrics, and program performance indicators.
• Assist with vehicle maintenance scheduling and service

• Accurately enter and maintain client data in the EHR system in accordance with RVBH and CCBHC standards
• Scan and index clinical and administrative documents in a timely manner
• Monitor appointment schedules and track no-shows, cancellations, and follow-ups to complete state reporting for TCM, In Reach Coordinator, Care Coordination, and In Take Therapist.

• Facilitate communication between clinicians, case managers, and external providers
• Process referrals and assist with tracking outcomes and follow-up appointments
• Support continuity of care by ensuring timely flow of information across services and reports to VP of Community Services or Administrative Coordinator.
• Provides clerical and scheduling assistance to the In Take Therapist assigned to the Department of Community Supports.

• Adhere to all HIPAA, 42 CFR Part 2, and RVBH confidentiality policies
• Support audit readiness and quality assurance activities
• Follow all CCBHC documentation and operational standards

• Maintain office supplies and coordinate ordering as needed for TCM, TCS, ACT and Care Coordinator.
• Ensure front office and common areas are organized and welcoming
• Assist with special projects and program initiatives as assigned
• Assist with vehicle maintenance scheduling and service
• Assist program staff in tracking caseloads, service delivery benchmarks, and outreach efforts to ensure adequate access to care.
• Other duties as assigned.

• High School Diploma or equivalent required
• Associate degree in healthcare administration, business, or related field preferred
• Minimum 1-3 years of administrative experience, preferably in healthcare or behavioral health
• Experience working in a community mental health or CCBHC setting preferred

• Proficiency in Microsoft Office and electronic health record (EHR) systems
• Strong organizational skills with ability to manage multiple priorities
• Excellent interpersonal and customer service skills
• Knowledge of medical and behavioral health terminology preferred
• Ability to work effectively with diverse populations using a trauma-informed, culturally responsive approach
• Strong attention to detail related to data accuracy, compliance, and reporting requirements
• Ability to support quality improvement and performance tracking initiatives
• Understanding of integrated care workflows and interdisciplinary team support

• Fast-paced behavioral health setting
• Frequent interaction with individuals experiencing mental health and/or substance use challenges
• May require flexibility in scheduling based on program needs