Medical Records Specialist - Administrative Assistant

COMPANY OVERVIEW:

Amethyst Consulting & Treatment Solutions, PLLC is a private human services company dedicated to providing high quality, specialized emotional / behavioral treatment services tailored to the needs of individuals children, adults, and families.

SUMMARY:

The Medical Records Specialist /Administrative Assistant is the gatekeeper of the office. This person is the first line of contact for clients and visitors entering/exiting the office. Must possess excellent people skills, professional communication skills (both verbal and written) and must have sufficient knowledge in operating various commonly used office equipment, software and electronic media.

ESSENTIAL DUTIES:

• Responsible for facilitating weekly consumer chart audits for all therapy programs and distribute corresponding deficiency reports to all informed parties
• Responsible for completing and disseminating weekly compliance reports outlining number of record reviews completed and relevant compliance statistics.
• Responsible for creating QA/QI tools (i.e. spreadsheets, templates, etc.)
• Responsible for completing any QA/QI or other duties as assigned.

• Optimistically greet visitors and provide them with appropriate information.
• Bi-monthly insurance verification of all active clients.
• Verifies client payer information, proficiently schedule, reschedule, cancel client appointments.
• Assures clients are called to confirm appointments.
• Consistently provide daily appointment schedules to clinical staff.
• Be consistent in the registering of clients, noting the time of arrival, checking for changes in eligibility or reimbursement status and updating their demographic information.
• Effectively advocate acceptable client conduct in the lobby and keep lobby, offices, and restrooms neat.
• Efficiently answer the telephone and route call(s) to appropriate person(s).
• Efficiently contact clients to confirm appointments, notify them of unavoidable delays or cancellations.
• Appropriately assist clients with transportation needs.
• Efficiently provides basic office support, e.g., mail, messages, typing, filing, and etc.
• Complete correspondence, reports, memos, and special projects with precision and in a timely manner, as directed.
• Order, maintain records and keep track of supplies and purchases made.
• Plan, coordinate and organize various meetings and conferences within the department.
• Transcribes meeting minutes in a timely manner, files and distributes to Human Resources within three days of all meetings.
• Completes tasks with attention to detail, meets established deadlines, and functions with minimal direct supervision.
• Demonstrates the ability to organize and prioritize required and assigned job duties.
• Capable for local and out of the area travel as required for job related training. Is cooperative in attending all required meetings and functions as requested.
• Courteous and flexible in accepting other job duties as assigned.

QUALIFICATIONS:

• Demonstrates the ability to work effectively with the mental health population in culturally diverse environments.
• Exhibits the ability to manage time well and work under stressful conditions with an even temperament.
• Displays the ability to establish and maintain harmonious working relationships with other employees and the public.
• Demonstrates the ability to understand and follow oral and written instructions.
• Ability to use good professional judgment. Detail oriented.
• Ability to work independently, with minimal direct supervision.
• Excellent organizational, prioritization, and interpersonal communication skills.
• Excellent oral and written communication skills
• Respect for the confidentiality of all communications required within job duties, including client/employee records and documents, and electronic transmission by voice, data, and wire.
• Ability to handle multiple tasks and meet critical deadlines. Ability to meet short and long-term goals and project deadlines.

REQUIREMENTS:

• AA or BA Degree.
• Bi-lingual Spanish speaking is highly preferred.
• Minimum two plus (2 ) years of Medical Record experience in behavioral health or social services environment.
• Minimum two plus (2 ) years of Administrative experience in a behavioral health, or social services environment.
• 55 wpm typing.
• Advanced computer skills in Microsoft Word, Excel and Google Docs / Sheets/ Calendar and integrating the advanced skills to produce complex documents, forms, spreadsheets and calendars.
• ShareNote and Echo Vantage EHR systems experience are a plus.
• Posses a basic knowledge of all office equipment (PC, telephone, printers, facsimile, and copy machines).
• Excellent telephone customer service skills and make a positive first impression on clients and visitors.
• Must possess a valid driver's license, a good driving record, and be insured.
• Must adhere to the confidentiality policy.
• Must become certified and remain current in infant, child, and adult CPR and First Aid.
• Must provide documentation of immunity to measles, rubella and /or become immunized with the recommended vaccine, including Hepatitis B. Must test annually for TB.
• Must successfully pass a pre-employment drug and alcohol screening test and be willing to submit to a criminal background check.

REQUIRED CERTIFICATION/LICENSE: None