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Clinic Assistant
Clinic AssistantRogers Behavioral Health • Madison, WI, United States
Clinic Assistant

Clinic Assistant

Rogers Behavioral Health • Madison, WI, United States
[job_card.30_days_ago]
[job_preview.job_type]
  • [job_card.full_time]
[job_card.job_description]

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.
  • 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)

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