This position is responsible for the day-to-day operation and oversight of all services delivered from the respective outpatient center. The incumbent of this position is responsible for overseeing, coordinating and performing administrative and clerical support services for the location.
This job description is based upon an evaluation of agency requirements at the time this description was written. This job description will change as the position is developed further, or in response to organizational or technological changes.
MAJOR DUTIES AND RESPONSIBILIES:
Provides training and supervision to other clerical staff members and conducts performance appraisals.
Serves as the on-site administrative resource for clinical staff, providing staff orientation to local program’s operational procedures.
Oversees the center’s automated accounts receivable system. This involves checking and verifying charges and deposit totals. Collects fees assessed by the Agency and posts charges and receipts from billing logs if needed.
Keeps abreast of current reimbursement and managed care procedures, policies, and changes through consultation with the Reimbursement Manager; provides information to clinical and clerical staff regarding reimbursement, managed care, and billing functions.
Monitors service activity, appointment schedules, and accounts receivable reports in Credible to ensure that services and financial records are accurate and billing is completed timely.
Maintains incoming check log for all mail receipts, ensuring payments are posted in a timely manner.
Ensures that monthly billing for all insurance, Medicaid and Medicare services are completed and follows up on all pending, denied, or unpaid claims as necessary.
Maintains petty cash, change, and stamp funds or accounts.
Reviews all program accounts and records monthly for accuracy of application of credit, past due accounts, financial dates, spend downs, billing ledger activity, administrative forms, and integrity of other data collection.
Monitors program’s medication only clients for case closings.
Requisitions office supplies and equipment and maintains site inventory for the center. Works with the Procurement Specialist in obtaining office supplies, equipment, and maintenance services.
Reviews accounts payable documents for accuracy and timely submission to the administrative office for payment.
Processes leave and time sheets for staff at site on a monthly basis, calculating leave balances, maintaining a leave log, and forwarding leave balances, Leave Without Pay (LWOP) information, and timesheets to the Payroll Specialist in a timely manner.
Oversees the submission of appropriate management information system data to the administrative office.
Ensures that necessary forms for outside Agency service contracts are completed as necessary for billing services, that the authorized amount of service hours are in compliance, and that billing is done in a timely manner.
Oversees maintenance of center’s filing systems and scanning of medical records in accordance with Agency and State policies and procedures.
Conducts financial interviews with clients as necessary and updates financial contracts for active clients yearly per Agency fee policy.
Submits fee reports to the Reimbursement Manager, as needed.
Makes daily bank deposits for the center.
Attends job-related training and meetings, as required.
Monitors, maintains, and inspects site’s security and alarm systems and conducts fire drills and safety inspections per Agency policies. Issues and maintains Agency keys and inventory.
Oversees maintenance of the center’s office equipment and telephone system and assists staff with basic computer issues when IT staff isn’t available.
Coordinates medical staff schedules as directed in order to be responsive to individual and system needs.
Oversees the space utilization, general maintenance, upkeep, and repair of the center facility and assigned vehicles in conjunction with other appropriate staff in order to ensure the general health and safety of both staff and clients.
Prepares reports or summaries to keep staff, management, the board of directors, the Department of Behavioral Health and Disability Services (DBHDS), and the public informed of service activities and managed care data/utilization review analysis.
Must be willing to cross-train and fill-in at other clinic locations as needed.
Performs other duties as assigned by the supervisor.
QUALIFICATIONS:
A combination of education, training, and experience which indicates the possession of knowledge, skills, and abilities necessary to perform essential job duties required.
Must have people and problem-solving skills to assist and support clients with severe and persistent mental illnesses and their families.
Must possess a valid driver’s license, a good driving record, and the ability to provide your own transportation.
ADDITIONAL REQUIREMENTS:
May be exposed to allergenic environments from client’s homes, including dust, smoke, pet contamination, cleaning supplies, etc.
May be exposed to clients with infectious diseases.
Must be able to walk distances, climb and descend stairs, maneuver in and out of agency vehicles.
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift/push/pull up to 25 pounds at times.
SALARY: $36,881 – $42,323
POSITION: ID051
RETIREMENT: NWCSB participates in Virginia Retirement System.
DISCLAIMER: All full-time employees are eligible for a complete benefits package that includes enrollment in Virginia Retirement System. For more information about benefits and a complete list of current job openings, please visit our website, www.nwcsb.com. Positions remain open and advertised until filled.
If you need assistance or an accommodation to apply or interview, contact Human Resources at [email protected] or 540-636-4250, Ext 2155.
Northwestern Community Services Board provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Application
.aol-progress{background-color: #dddddd} .aol-progress-count{background-color: #222222} .aol-progress-counter{color: #888888}
0/50
0/200
Please provide your full address
- Phone Number
- ResumePlease ensure your resume includes up to ten (10) years of work history and any previous employment with NWCSB.
- Are you legally eligible to work in the United States?
Yes No
Proof of identity and eligibility for employment in the United States will be required upon employment.
- Have you ever been employed with NWCSB before?
Yes No
Please include any NWCSB employment in your work history.
- Do you have any relatives working at NWCSB?
Yes No
Please list any relatives working at NWCSB in the text box below.
- Relatives: Please list any relatives working at NWCSB in the text box below.
- Highest Level of Education Completed: Please list degree(s) received in the text box below.
Education Details: Please include the major course of study for each degree.
Professional Licenses and Certifications: If applicable, please list the type of license/certification, license number, and the respective expiration date for each entry.
- References: Please include contact information for three (3) professional references we may contact.
- Agreement
I agree
By submitting this form, I certify that all of the statements made in this application are true and complete to the best of my knowledge. I understand that any falsification or misrepresentation may be cause for not employing me, or for my dismissal, if employed. I also understand that all information on this application is subject to verification. I, therefore, authorize Northwestern Community Services Board to obtain references concerning my employment and work history, and release past/present employers from all liability for issuing such information.
Data Form
We ask for your voluntary response to the questions below for recordkeeping and analysis purposes. This information will not be used for making employment decisions, and will not be give to the supervisor, shared with hiring managers, or presented with your application for employment.
Gender
Prefer not to Answer Male Female Non-Binary
Please check the box to make your selection.
Racial or Ethnic Group
Prefer not to Answer White Black Hispanic Asian Native Hawaiian or Pacific Islander American Indian Other
Please check the box to make your selection.
Recruiting Sources
Please assist us in analyzing our recruitment sources by answering the question below
How did you learn about this job advertisement?
Indeed LinkedIn Employee Referral VACSB VEC NWCSB Website NADCP Other
Fields with (*) are required.
Application Progress
