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.
Schedule: Monday through Friday
Hours: Day shift
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 visitTransparency in Coverage (uhc.com)
