Clinic Assistant

Schedule: Full-time 40hrs/week Monday - Friday (no weekends, no holidays) The Clinic Assistant performs receptionist and billing responsibilities related to clinic operations; coordinates patient information, maintains confidentiality of patient files, and coordinates billing functions with central offices. Job Duties & Responsibilities: Perform departmental clerical and receptionist functions timely and accurately. • Communicate messages to others timely and accurately. • Answer telephones in a courteous manner within three (3) rings, and direct calls appropriately. • Greet and screen visitors and assist in meeting requests for information. • Type general messages for the department. • Make appointments for the unit. • File documents in the unit manuals and resource areas. • Copy documents for unit staff. • Sort and distribute mail. • Maintain the filing system and ensure that needed forms are readily available. Perform departmental billing functions timely and accurately. • Produce complete and accurate claims. • Prepare the Hospital deposit worksheet, the bank deposit ticket, and scanning all checks. • Balance accounts receivable and prepare deposit reconciliations. • Prepare professional, all-inclusive fee bills for submission to Accounts Payable. • Prepare vendor bills for submission to providers. • Post payment denials of insurance Explanation of Benefits into the billing system. • Type and log hospital and physician payments into Excel spreadsheet. • Assist with producing and mailing monthly statements. Maintain medical records in a functional, detailed, and accurate manner. • Review all active medical records for filing needs, correct placement of forms, and new orders to be transcribed. • File laboratory and other diagnostic reports in an accurate and timely manner. Maintain appropriate supplies for the unit and enter charges for patient-specific supplies and treatments. • Sign out and distribute supplies in a fiscally prudent manner. • Anticipate and arrange for department supplies to avoid interruptions in patient care or complaints from caregivers. • Place weekly food orders. • Facilitate communication and assist in providing information to patients, families, visitors, and health care providers. • Report relevant information to the manager, appropriate health care provider or department. • Prioritize tasks and demonstrate ability to organize workload. • Respond to requests from physicians, patients, families, visitors, and health care providers. Take appropriate action. • Respond to codes and crisis situations as needed, under the direction of clinical staff. • Assist with patients at arrival and departure times under the direction of clinical staff. Participate in Hospital committees, meetings, and team projects. • Demonstrate punctuality and preparedness. • Actively participate in discussions; be prepared to discuss agenda topics. • Contribute in a positive, solution-focused manner. • Share results of committee work at unit meetings and/or in other venues. Facilitate intra-department communication and oversee patient care and safety. • Promote a team environment by example and by participating in workload completion, when necessary. • Interact with employees, physicians, and the public in a sensitive, positive manner. • Understand and use the Human Resources policies and procedures manual. • Serve as a positive customer-service role model by greeting all that approach for assistance. • Attend department meetings, participate in communication, contribute to problem resolution, and take minutes, when needed. • Facilitate accurate exchange of information. • Help with system and other changes in a timely fashion. • Contribute to refining systems for direct feedback to unit staff, communication book, interdisciplinary report, memos, and memo boards. • Identify problems and/or potential problem areas and work cooperatively with other departments to resolve system problems. Attend and participate in Hospital activities. • Demonstrate responsibility and initiative by attending all mandatory in-services. • Participate in fire drills, evacuations, and emergency codes when circumstances exist. • Perform duties as directed by the day treatment manager. Use computers and software to complete job responsibilities requiring written documents. • Know and use standard office software platforms and electronic medical records system. • Assist the manager and department staff by preparing documents and minutes. Promote department goals and the mission of the Hospital. • Communicate goals to fellow staff members. • Demonstrate measurable goal achievement. • Maintain department policies and procedures. • Include requirements and guidelines from external agencies (Joint Commission, state). • Maintain and/or communicate the function backlog to the appropriate party at a set time. • Educate new staff regarding regulations or requirements of those functions that relate to their areas or departments, as directed. • Demonstrate acceptance and training of student interns in the department, as directed. Demonstrate understanding of Joint Commission and other regulatory agency compliance regulations. • Involve self in the learning and application of standards relevant to the Intensive Outpatient Program and Partial Hospitalization Program. • Participate in in-services/seminars and other meetings to increase involvement and awareness of regulations. • Involve self in the education of other disciplines regarding the Intensive Outpatient regulations and Partial Hospital regulations. Participate in Hospital committees, performance improvement team meetings and team projects, as directed. • Demonstrate punctuality and preparedness. • Demonstrate effective communication skills. • Exhibit good organizational skills. • Contribute in a positive, solution-focused manner. Participate in the performance improvement program. • Gain understanding of the performance improvement process. • Apply the performance improvement model to department activities. • Participate in performance improvement teams that lead to improvement. • Educate and involve self in the Hospital and the department performance improvement plans. Conduct self in a professional manner. • Demonstrate organizational skills that promote timely response to all inquiries and to task completion. • Communicate with all individuals in a positive and professional manner. • Attempt to resolve individual issues with peers in a positive, calm manner, with a focus on solution. • Communicate concerns and provide solutions for same. • Attend outside seminars to promote professional growth. • Demonstrate a positive and professional attitude toward all customers. • Comply with the Hospital’s policies and procedures, including Human Resources, Infection Control, Employee Health policies and programs. • Project a professional image by wearing appropriate, professional attire. Additional Job Description: Education/Training Requirements: • Eighteen (18) years of age, or older. • High school diploma required. • Graduate of a two-year medical billing/coding program is strongly preferred. • Proficiency with electronic health record software is required; Cerner is preferred. • Previous experience working in a psychiatric setting is preferred. • Valid driver’s license: will be required to have driving record approved by Rogers Memorial Hospital’s insurance carrier. • Basic knowledge of equipment utilized to perform clerical duties. • American Heart Association Provider CPR certification is required within thirty (30) days of hire. Annual re-certification is required. • Formal training in crisis prevention and intervention is required within sixty (60) days of date of hire. Annual re-certification is required. With a career at Rogers, you can look forward to a Total Rewards package of benefits, including: • Health, dental, and vision insurance coverage for you and your family • 401(k) retirement plan • Employee share program • Life/disability insurance • Flex spending accounts • Tuition reimbursement • Health and wellness program • Employee assistance program (EAP) Through UnitedHealthcare, UMR and HealthSCOPE Benefits creates and publishes the Machine-Readable Files on behalf of Rogers Behavioral Health. To link to the Machine-Readable Files, please visit Transparency in Coverage (uhc.com)