A member of the Nexus family treatment programs, Nexus-Onarga Family Healing is located approximately 90 miles south of Chicago and only a few miles off of I-57 on a historic site in Onarga, IL. Nexus-Onarga provides boys ages 10 to 20 years old a structured, homelike environment where they can safely address their unhealthy sexual behaviors and their emotional and behavioral issues.

At Nexus, we believe in changing the course of a child’s life by stabilizing families and strengthening mental health through trauma-informed care. We are a large nonprofit within the human services, mental health, and behavioral health sectors. Nexus is a growing, innovative organization focused on transforming our level of impact through a heightened focus on family expertise, healing complex trauma, and supporting high-stress youth and families. 

The Administrative Assistant III will provide clerical, administrative and service documentation support within the Nexus Onarga Family Healing agency.   This position will perform a variety of administrative duties and support functions across clinical program areas, including the Quality & Evaluation Team. 

Required Education and Licensure:

High School Diploma 2-3 years of Experience providing administrative, office or clerical support to two or more functional areas. Valid driver's license required; must meet the state regulating agency and Home Office driving requirements.

Nice to Have:

3+ years of experience providing administrative, office or clerical support with Microsoft Office Suite. 2+ years of working with medical billing or insurance Associate’s degree or some college

Schedule & Salary:

Monday to Friday Schedule:  8a-4:30pm Salary Range: $19-$23 per hour 

General responsibilities:

 Administrative & Clerical Support

Performs daily administrative functions and general office duties including word document creation, editing, saving files, copying, faxing, and responding to internal and external email communications. Types, formats, edits, revises, proofreads, and processes a variety of documents, forms, reports, memos, agendas, meeting minutes and reports for the assigned agency or program(s). Listens, transcribes and documents digitally recorded psychiatric dictation notes into EHR system. Provides administrative support to the agency and leadership including typing, copying and supporting special projects including facilitation of staff orientation.

Quality & Outcomes Support

Generates, edits and distributes reports as requested to ensure the QI department meets all service documentation and reporting requirements in a timely and compliant manner. Generates, analyzes and cascades Electronic Health Record system reports that demonstrate services approved, reimbursed or services requiring additional documentation or verification. Enters new staff and client information into EHR system; verifies and inputs the client’s assigned Care Coordinator, Therapist and treatment specifics to prepare the system for documentation and reporting. Examines client cases; ensures services performed meet applicable and eligible service definitions while ensuring the client has received the optimum value of treatment and services provided. Assesses and examines service documentation including intake, therapy, group services and case management notes; verifies documentation is accurate, compliant and meets service definitions. Identifies gaps in documentation which may prevent reimbursement; communicates missing information to treatment team, and requests additional information as needed for reimbursement. Builds trust, rapport and credibility with service and clinical team; works collaboratively to provide positive and constructive feedback to providers, resulting in increased approvals and reimbursement.

Electronic Health Records Maintenance & Compliance

Inputs new employee data and information into EHR system, upon hire and intermittently updates EHR system as needed with new or changing information. Prepares client files for closure ensuring client information, service documentation and reimbursement details are present, accurate and the file is prepared for a potential audit. Supports agency and CQI leaders by preparing for audits; accesses client files, prints and organizes documentation, and fulfills follow up requests during the audit as needed. Works collaboratively with Billing and Finance teams to discuss, analyze and resolve questions, concerns or escalations that may come up during the reporting or billing process.

Client, Guest & Provider Relations

Compiles and distributes quarterly qualified provider ‘random moment’ sample surveys; requests provider completion, collects and returns completed surveys to DCFS. Maintains a positive and credible working relationship with third-party and managed care entities; proactively seeks clarity and asks questions to maintain compliance and approval. Provides consistent exceptional client service by greeting and communicating with clients in a pleasant, respectful and receptive manner that emulates Nexus’ ICARE values. Provides backup support for the reception desk by answering incoming calls, greeting visitors and relaying messages to the intended recipients.

Agency Policy, Procedure & Confidentiality

Attends staff meetings and required training sessions required by Nexus; understands and supports the Nexus philosophy, Mission, and treatment modalities. Ensures the confidentiality and integrity of Nexus Family Healing information, including client and family confidentiality, staff information, case reviews if applicable, and client recommendations.

Physical Demands:

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. While performing the duties of this job, the employee is regularly required to talk and hear. Specific vision abilities this job requires include close vision and the ability to adjust focus. In addition, the position requires extended periods of sitting. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

At Nexus Family Healing, our voices and actions are focused on recognizing, affirming and respecting people of every race, ethnic background, socio-economic status, sexual orientation, gender expression and faith.

ICARE Values & Behavioral Competencies:

Innovation: Leading the way and implementing creative, cutting-edge ideas and approaches. Compassion: Listening, honoring differences, showing respect, kindness, empathy care, and concern. Agility: Exhibiting flexibility and adapting quickly. Responsiveness: Being quick, positive, and accurate. Excellence: Demonstrating quality results that surpass ordinary standards.

APPLY TODAY TO BE CONTACTED BY OUR RECRUITING TEAM! When you work at Nexus, you have the opportunity to change lives — including your own!