Administrative Assistant

Position Overview: The Outpatient Admin. Assistant is primarily responsible for maintaining office related activities, including, scheduling, financial counseling, records maintenance, verification of benefits, acquiring authorization for services, tracking insurances, and billing oversight at the site. It is also the responsibility of this position to model and maintain high professional conduct and standards.

Monday/Tuesday/Thursday: 4pm - 7pm

Specific Responsibilities:

• Performs daily administrative tasks such as scheduling clients, making reminder calls, greeting clients and visitors to the site, overseeing aspects of the day to day practice under the direction of the Director.
• Performs Utilization Review duties such as obtaining initial authorizations for community-based referrals, stepdown authorizations for transfers from Inpatient, all the continuing reviews and extension requests, ensuring our clients get as much time as they can in our program.
• Serves as point of contact for third party payors.
• Works with onsite clinical staff for any insurance appeals and peer reviews.
• Communicates with staff and clients for any financial counseling matters such as explaining insurance coverage and potential deductibles and copays.
• Works with Director to track any billing issues and resolve any unbilled accounts.
• Participates in the initial portion of most of our intake assessments: admits the clients, gets the consents signed, does financial counseling, completes all patient financial information in Avatar, takes copays, and does the UDS.
• Performs Urine Drug Screens (UDS) and breathalyzer when necessary.
• Performs case management tasks such as filling out forms for Short-term Disability/FMLA requests, managing treatment verification requests and other client documentation needs to ensure clients have what they need for disability claims, human resources requests and court and probation compliance.
• Be visible and interactive with all staff and clients in practice, in order to be more efficient and more integrated into the daily practice.
• Collects client fees and records payments. Reconciles client fees collected with cash deposit on Daily Cash Log and then prepare daily deposit--including, Daily Deposit Log Detail Report, Daily Cash Log, and deposit slip having money counted by Director or designate and Daily Cash Log co-signed by Director or designate.
• Responsible for inventory and ordering of all office supplies.
• Prepare correspondence and reports. Creates and edits documents, spreadsheets and presentations. Manages schedules, arranges appointments and itineraries. Coordinates meetings, travel, conference calls, and completes expense reports.
• Answer telephone, taking messages as appropriate being sure to obtain caller's name, agency, and telephone number with area code, and a brief message.
• Informs clients of all required associated treatment information appearing as alerts such as urine sample collection, counseling holds, and medical holds.
• Responsible for client accounts relating to the grant, if any, or Medicaid billing. Engages in necessary tracking and/or management of Medicaid billing.
• Private Pay: responsible for development of weekly administrative withdrawal list, sliding fee, past due balances. Maintain summary report on Excel spreadsheet.
• Listens attentively to all clients in order to fully understand their needs; delivers messages to clients with courtesy, clarity, and care. Able to build rapport using motivational interviewing techniques.
• Maintains strong working relationships with all RCA staff by demonstrating respect for co-workers. Treats co-workers as fellow professionals and respects their expertise and effort.
• Is tolerant and supportive during difficult moments. Joins with others to seek the best outcome for the client.
• Protects client and agency information. Never divulges client or business-related information without clear authorization and a genuine need-to-know. Aware of confidentiality rules and regulations and acts accordingly.
• Demonstrates pride in work and service provided. Looks beyond the assigned tasks to ensure clients receive outstanding service. Pays attention to the details of the service provided by the department/work area. Seeks process improvement. Follows all RCA policies and procedures.
• Treats clients and families with compassion. Demonstrates a commitment to values espoused by organization including recovery, hope, empowerment, integrity, and innovation delivered in a welcoming environment.
• Demonstrates an active approach to maintaining a safe environment for co-workers and clients. Understands roles and responsibilities relative to the environment of care including safety and security risks in the physical environment; fire safety and emergency management procedures.
• This job description is not designed to cover or contain comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
• Other related duties/projects as assigned by Director.

Education and Experience:

• Bachelor's degree preferred or equivalent experience in clinical or business-related field.
• At least two years of previous experience in office management preferably gained within a healthcare environment.
• A customer-focused view as it relates to clinical operations.
• Experience with outpatient practice.
• Dynamic and enthusiastic personality.
• Strong oral and written communication skills.

Competencies:

• Leads and Engages Staff: Articulates a vision that inspires others and is able to attract, develops and retain talent.
• Integrity: Uphold personal and professional ethics and values, considering the values of the organization and respecting the culture, beliefs and abilities of individuals.
• Customer Service: Demonstrates concern for meeting internal and external customers' needs in a manger that provides satisfaction for the customer within the resources that can be made available.
• Impact and Influence: Works effectively with and through others including those whom there is no formal authority over.
• Project Management: Coordinates the diverse components of the project by balancing scope, time, cost, and quality.
• Communication: Communicates well both verbally and in writing, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills.
• Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. The noise level in the work environment is usually moderate.
• Physical Demands: While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands to finger, handle or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move objects up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision and the ability to adjust focus.
• Travel: Travel is primarily local during the business day, although some out-of-the-area and overnight travel may be expected.

Job Type: Part-time

Schedule:

• 8 hour shift

Work Location: In person