Office Assistant

Responsibilities: 

Greet and direct callers and visitors. 

Schedule and coordinate services to the clients of the Counseling Clinic to include: 

Schedule follow-up appointments for clients with the therapists and physicians as needed. 

Create a cash sheet daily in the EMR and collect insurance co-payments, past balance payments, etc. 

Conduct follow-up reminder calls to clients with scheduled appointments daily who did not confirm appointment through the reminder service.         

Conduct follow-up telephone calls when clients cancel or do not show-up and track this information to provide to the Outpatient Administrative Coordinator, Office Manager and Outpatient Administrator on a regular basis. 

Obtain insurance coverage information and copies of insurance cards and forward to Office Manager for insurance coverage verification prior to scheduling new intake/assessment appointments.   

Obtain vital sign information (weight, height and blood pressure) prior to appointments with the psychiatrists. 

Assist with handling prior authorizations for medications, refill requests, etc. as needed. 

Scan and upload hard copy documents such as PCP referrals, prior treatment records, testing, signature pages, etc. to clients’ electronic medical record. 

Assist with editing, assembling and/or mailing of marketing or other materials for the MCC as needed. 

Assist with aggregating data for quality assurance or revenue tracking as needed. 

Assist with picking up and disseminating incoming correspondence as needed.  

Assist with outgoing correspondence as needed.  

 Qualifications: 

High school diploma or GED required.     

Proficient in Microsoft Office, with an emphasis on Word and Excel.  

Must possess excellent communication and strong customer service skills. 

Ability to self-motivate and can multi-task 

Aptitude to work in a high stress fast paced position with a minimal amount of supervision. 

 Additional Skills Desired: 

Experience with and Electronic Medical Record 

Experience working in a healthcare environment (office or hospital) 

Experience managing high incoming call volume in an office 

Additional Mandatory Requirements: 

Must have good auditory, visual and olfactory ability 

Use hands and fingers to handle or feel objects, tools or controls  

Must be able to maintain effective audio, visual discrimination and perception needed for making observations, communicating with others, reading and writing, and operating office equipment and other treatment equipment  

Must be able to use a telephone to communicate verbally and a computer to communicate through written means, to review information and enter/retrieve data, to see and read characters on a computer screen, chart or other treatment items  

COVID-19 vaccination and Flu vaccination are mandatory and required for all positions (subject only to qualified exemptions). 

Other:  The individual employed in this position may accept other reasonable assignments, which may be necessary, for efficient operation of assigned programs as there is time and opportunity. 

Job descriptions are not intended, nor should be construed, to be all-inclusive lists of all responsibilities, skills, efforts or working conditions associated with a job. While this job description is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add or remove duties from particular jobs and to assign other duties as necessary. 

 When an employee performs two or more different jobs, for which different straight time hourly rates are established, the employee will be paid during overtime hours at a rate not less than one and one-half time the hourly rate established for the type of work he or she is performing during the overtime hours. 

 Level One - Full Access: 

 Ongoing regular access to PHI of all forms while the employee is on duty and performing within the scope of his or her job as defined by the employee's job description, and Policy and Procedure.  "Such access must be for cause, consistent with job responsibilities and related to patients, claims, audits, reviews and other legitimate business purposes." (e.g., Physicians, nurses and other clinicians).