Office Secretary/Receptionist

The schedule for this position is 10:00 am to 6:00 pm Monday-Thursday. No medical benefits offered for this position.

• Must be very technologically savvy to navigate software programs.
• Candidates will have to pass background checks including drug test.

DEFINITION

Under general supervision, to perform a full range of clerical duties in a clinical business office and to perform related work as required.

DISTINGUISHING CHARACTERISTICS

Office Assistant/Secretary: This is an entry level class and the incumbent learns to perform a variety of clerical functions relating to maintain office schedules for clients and clinicians, patient records, billing, admissions, patient representative work, maintaining files and records, keep and track inventory of testing protocols, send and re-send rating scales, email correspondence, and tracking/updating excel sheets as needed. Assist the public or other staff members/contractors with specialized Department procedures; to learn and provide a variety of information about Department policies and procedures; to perform a variety of technical and office support assignments; and to do related work as required. Incumbents in this class are expected to have substantial general office support and public assistance experience and be capable of quickly learning a specialized and technical support area.

REPORTS TO

Chief Executive Officer & Chief Financial Officer

EXAMPLES OF DUTIES:

• Serves as an office receptionist greeting visitors and answering the telephone.

• Providing information and referring calls and visitors to appropriate staff.

• Interview patients to obtain financial, social, and medical information for admission and billing purposes.

• Reviews, evaluates, verifies, and enters admission documents and information into the electronic health record system.

• Evaluates medical and billing documents to determine charges, accuracy, completeness, and conformance with applicable rules and regulations.

• Tabulates and balances charges; investigates and resolves errors; obtains missing billing information from other medical records and/or patients.

• Determines insurance carrier for billing; figures proration of liability between patient, and insurance carrier.

• Keeps a variety of financial, accounting, and statistical records.

• Answers routine questions from patients and insurance companies.

• Reviewing and determining file scanning classification. Scanning documentation into system.

• Database and records management.

• Maintain school caseload excel sheets.

• Send and re-send rating scales as needed.

• Maintain office schedules for providers

• Maintain clean work space, light vacuuming, surface cleaning of office rooms and break room

• Performs related duties as assigned.

TYPICAL PHYSICAL REQUIREMENT

Sit for extended periods; frequently stand, walk, stoop, kneel, and crouch; physical ability to lift and carry objects weighing up to 40 pounds; normal manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, copiers, and FAX.

TYPICAL WORKING CONDITIONS

Work is performed in an office environment; occasionally works outside; some variations in temperature and humidity; continuous contact with staff and the public.

DESIRABLE QUALIFICATIONS

Knowledge of:

• Modern office methods, procedures, and equipment and business writing.

• MAC software programs and Microsoft Office programs.

• Practices and terminology used in clerical, accounting, and in an office setting.

Ability to:

• Make arithmetical computations of moderate difficulty.

• Ability to elicit information from patients related to admissions and billing.

• Learn computerized and manual private and program (Med-iCal and Medicare) regulations and insurance billing procedures.

• Interpret rules and regulations for patients and others.

• Ability to perform responsible, confidential, clerical work with speed and accuracy.

• Ability to monitor and control patient records to ensure required confidentiality, following HIPAA regulations.

• Use standard medical office equipment including electronic health record system.

• Ability to analyze situations accurately and adopt effective courses of action in emergencies.

• Deal effectively and tactfully with the public, staff, and other community members.

• Ability to learn new laws, regulations, and procedures pertaining to mental health, substance use case records and reports.

• Work cooperatively with other departments and outside agencies.

• Work independently in the absence of supervision.

TRAINING AND EXPERIENCE

• High School Diploma/GED

• At least two (2) years of responsible experience performing a variety of administrative and office work, including substantial experience in public contact. Education or work experience performing admissions, billing, and/or duties related to billing and collections work is highly desirable.

• Other combinations of education and experience may be considered

SPECIAL REQUIREMENTS
Pass local and national background checks as required

Job Type: Full-time

Pay: $13.00 - $14.00 per hour

Schedule:

• Day shift

COVID-19 considerations:
All clients and employees are required to follow recommended CDC protocols.

Education:

• High school or equivalent (Preferred)

Experience:

• Computer Skills: 1 year (Required)

Work Location: One location