Summary of Role:
The primary focus of the Administrative Assistant to Division Managers is to perform the administrative office tasks and site coordination tasks, where appropriate to ensure that programs in their respective Division operate efficiently and according to organizational policy. All work is done under the supervision and direction of their respective Division Manager, with assistance from Program Managers within their division, as needed.
- E Acts as the site supervisor in the absence of the clinical / and or operational manager(s) where required to eliminate environmental barriers and ensure smooth office operations
- E Retrieving, compiling, investigating, monitoring and reporting finding from essential Anasazi reports including but not limited to Suspense Reports, Unresolved Reports, Client Services Reports, Authorizations, Timeliness of Progress Notes Reports, Encounter Data, etc.
- E Assists with tracking, submitting, and monitoring client authorizations and EVS for all programs within the division, investigating potential write-offs and other variances
- E Prepare monthly audit data as assigned
- E Completing Anasazi case assignments of clients and distributing to appropriate clinicians and/or staffs
- E Enter Kidnet data as assigned
- E Processing inter-departmental case transfers, discharges, diagnosis changes and client demographic updates.
- E Acts as the Division representative on various committees, including but not limited to Safety and Anasazi Committees
Processing agency, program, and ASO discharges
- E Run and distribute the not seen in 45 days to assigned therapist and Program Manager
- E Coordinate client transportation requests as assigned
- E Training and assisting staff with Anasazi and ASO systems, including troubleshooting and communicating changes, updates, etc.
- E Functioning as Anasazi “Super-User” to provide Anasazi technical support to division staff.
- E Documenting and participating in all division staff meetings
- E Coordinating and assisting internal finance or billing with daily operations associated with services provided, when needed
- E Compiling, scanning and maintaining client records and health information in accordance with HIPAA, and the internal policies, procedures, and time frames of the organization
- E Completing regular documentation audits for all division programs, including exiting personnel.
- E Assisting and preparing for site reviews by external monitoring agencies.
- E Protects agency property and adheres to posted speed at all times when driving UBCSS’ vehicles.
- E All other duties as assigned
Education: High School Diploma; A.A. Degree preferred
Experience: Two (2) years’ administrative and/or clerical experience. Experience in healthcare environment preferred. Experience in Electronic Health Record (EHR a plus)
Special Training/ Good interpersonal skills with emphasis on emotional maturity, written and oral
Skills: communication skills. Demonstrates competency in Microsoft Office applications; typing speed of 45 wpm (minimum).
Physical
Requirements: Physical requirements performed routinely are walking, standing, and/or sitting for up to an hour at a time during the workday. Often requires repetitive use of wrists, hands, and legs, particularly when operating equipment. May require lifting (up to 25 pounds) and/or bending.
Other: Interpersonal skills required to work as member of an interdisciplinary team. Demonstrates experience and skills in making presentations, as well as effective verbal and written communication skills.
Licensure/ Certification: Valid driver’s license is required. Certifications must be maintained and updates/changes in course requirements must be adopted positively.
