Clinic Assistant

Overview

As a Clinic Assistant, your workdays will be varied and engaging. You may be heavily involved with patient registration and clerical support one day, while the next you’ll be escorting patients to exam rooms and guiding them through the continuum of care.

As a key member of Legacy’s developing behavioral health departments, you will play an essential role in advancing new services within the Legacy system and collaborating closely with teams across Legacy Health, as well as community partners, payors, and other care providers.

This position requires comfort and confidence in working with individuals experiencing acute behavioral health needs. You will often be the first point of contact for patients and families, including those who may be in crisis, distressed, or exhibiting challenging behaviors. Your ability to remain calm, compassionate, and effective in these moments is critical to the success of our programs. Experience in behavioral health and/or acute care settings is strongly preferred.

Your responsibilities will be varied, and you will serve as a vital support to staff, patients, and department leadership. Strong organizational skills, flexibility, sound judgment, and the capacity to engage respectfully and empathetically with patients in all states of behavioral and emotional presentation are essential qualities for this role.

No matter what you’re undertaking, you’ll represent Legacy with a high level of competence, care and compassion. In short, you’ll exemplify the Legacy mission of making life better for others.

Responsibilities

SCHEDULING AND MEDICAL INFORMATION MANAGEMENT:

Greets members, patients, visitors and others and provides complete and meaningful information. Participates in ensuring patient's comfort and personal care activities.

Schedules patient appointments.

Makes confirmation calls to patients.

Provides basic information to patients about the clinic, directions to buildings, etc.

Creates new patient packets including letters to new patients.

Checks in walk-in patients

Manages information exchange with referring and consulting physicians.

Pulls, files and locates necessary charts, as needed. Enters appropriate data into paper medical records and computer systems and creates reports as necessary.

May perform charge entry, including using E-chart, AS400 and other appropriate systems.

Performs other clerical duties as necessary including, but not limited to printing forms, photocopying, faxing, answering phones, sorting and delivering mail, and ordering office supplies.

Types/processes and transcribes routine and complex reports, forms, and correspondence, including the use of technical and medical terminology when necessary, from notes or dictation.

Operates standard office equipment such as typewriter, personal computer, facsimile, copier, adding machine, postage machine and multi-line telephone.

COORDINATION OF SERVICES: Coordinates workflow in the department and services provided to patients.

Coordinates department activities within the limited scope of the position.

Organizes and schedules meetings within the department or with other medical staff and contracted vendors or between physicians and other departments.

Facilitates communication amongst staff, providers, patients and families.

Coordinates physician visits and procedures.

Works closely with physicians, patients/families and community resource providers in developing, initiating and modifying the clinical and transition plan.

Collaborates and communicates care plan to patients/families, healthcare providers and resource agencies.

INSURANCE VERIFICATION/AUTHORIZATION/REFERRALS: Ensure timely handling in order to meet the clinic’s financial, customer service and regulatory standards.

Provides education and customer service to providers, staff and patients regarding the clinic referral process.

Provides data entry and clerical support for the referral process for both pre-paid and fee-for-service health plans.

Understands each health plan’s guidelines, benefits and basic risk models. Maintains current knowledge of referral process and shares information with staff.

Verifies patient eligibility, follows up with patient and health plan to determine that the patient is covered.

Performs complex insurance verification and pre-verification of insurance including eligibility checks and complex phone calls to insurance companies.

Understands and follows clinic’s referral processes and procedures.

FEE TICKETS: Monitors fee ticket process to ensure timely handling in order to meet the clinic’s financial, customer service, and regulatory standards.

Provides assistance and direction to providers and staff on missing, incomplete or inaccurate fee tickets and hospital charges.

Assists providers and staff in assigning appropriate ICD9 and CPT4 codes and researching problems and/or concerns as needed.

Reviews fee tickets and documentation to ensure appropriate use of CPT/ICD9 coding practices.

ACCOUNT AND PATIENT ISSUES: Handles person-to-person patient inquiries regarding referral issues. Follows up with patient and other key players until issues are resolved.

Identifies and resolves patient, physician, department and insurance company concerns, requests and problems related to referral issues.

Problem solves issues in a professional manner.

Works cooperatively with other staff to resolve issues for patients and providers.

PRIORITIZATION OF WORK: Organizes and prioritizes daily workload and manages time to maximize efficiency.

Anticipates critical workload times and high volume periods.

Organizes time to deal with peak volume periods efficiently.

Handles multiple tasks simultaneously in a confident and proficient manner.

PROFESSIONAL BEHAVIOR: Maintain the respect and confidence of others, including physicians, customers, patients and coworkers, by exhibiting professional appearance, proper conduct, punctual attendance, dependability and a positive attitude.

Meets established guest relation’s standards of professional behavior and confidentiality.

Greets and directs patients, visitors and other employees as per department procedures.

Provides customer service by phone or in person in a prompt, courteous and complete manner.

Responds to requests for information courteously and efficiently.

Takes complete, accurate and timely telephone and verbal messages in a professional manner.

Presents professional image to customers and staff in a pleasant and helpful manner.

Takes on special responsibilities and projects in areas as requested.

Acts as liaison to communicate departmental information to customers regarding department operations.

Qualifications

EDUCATION:

High school diploma or equivalent.

EXPERIENCE:

A minimum of three years of progressively more responsible health care experience or equivalent education in at least one of the following areas required:

Patient Registration

Medical Records/Health Information

Clerical support experience

Insurance Verification/Authorization/Referrals

SKILLS:

Advanced skill with appropriate computer systems and software packages.

May require ability to transcribe reports, forms, and correspondence, including the use of technical and medical terminology, from longhand or dictation.

Ability to compose routine correspondence and reports.

Ability to edit documents for grammar, punctuation, etc.

Knowledge of departmental policies and procedures.

Time management and organizational skills.

Ability to withstand varying job pressures and effectively prioritize related tasks. Demonstrated interpersonal and effective communication skills that promote cooperation and teamwork.

Ability to work with credibility and effectiveness with medical and administrative staff.

Ability to work in a fast-paced environment.

Ability to work with confidential information.

May require demonstrated sixty words per minute keyboarding skill.

Pay Range

USD $21.88 - USD $31.27 /Hr.

Our Commitment to Health and Equal Opportunity

Our Legacy is good for health for Our People, Our Patients, Our Communities, Our World. Above all, we will do the right thing.

If you are passionate about our mission and believe you can contribute to our team, we encourage you to apply—even if you don't meet every qualification listed. We are committed to fostering an inclusive environment where everyone can grow and succeed.

Legacy Health is an equal opportunity employer and prohibits unlawful discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion or creed, citizenship status, sex, sexual orientation, gender identity, pregnancy, age, national origin, disability status, genetic information, veteran status, or any other characteristic protected by law.

To learn more about our employee benefits click here: www.legacyhealth.org/For-Health-Professionals/careers/benefiting-you