Schedule:
Full-time 40 hours / week
Monday - Friday
Typical shift - 8am - 4:30pm
This position will help support our upcoming Chippewa Falls PHP/IOP location opening Fall 2026!
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.
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Communicate messages to others timely and accurately.
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Answer telephones in a courteous manner within three (3) rings, and direct calls appropriately.
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Greet and screen visitors and assist in meeting requests for information.
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Type general messages for the department.
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Make appointments for the unit.
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File documents in the unit manuals and resource areas.
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Copy documents for unit staff.
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Sort and distribute mail.
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Maintain the filing system and ensure that needed forms are readily available.
Perform departmental billing functions timely and accurately.
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Produce complete and accurate claims.
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Prepare the Hospital deposit worksheet, the bank deposit ticket, and scanning all checks.
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Balance accounts receivable and prepare deposit reconciliations.
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Prepare professional, all-inclusive fee bills for submission to Accounts Payable.
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Prepare vendor bills for submission to providers.
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Post payment denials of insurance Explanation of Benefits into the billing system.
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Type and log hospital and physician payments into Excel spreadsheet.
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Assist with producing and mailing monthly statements.
Maintain medical records in a functional, detailed, and accurate manner.
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Review all active medical records for filing needs, correct placement of forms, and new orders to be transcribed.
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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.
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Sign out and distribute supplies in a fiscally prudent manner.
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Anticipate and arrange for department supplies to avoid interruptions in patient care or complaints from caregivers.
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Place weekly food orders.
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Facilitate communication and assist in providing information to patients, families, visitors, and health care providers.
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Report relevant information to the manager, appropriate health care provider or department.
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Prioritize tasks and demonstrate ability to organize workload.
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Respond to requests from physicians, patients, families, visitors, and health care providers. Take appropriate action.
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Respond to codes and crisis situations as needed, under the direction of clinical staff.
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Assist with patients at arrival and departure times under the direction of clinical staff.
Participate in Hospital committees, meetings, and team projects.
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Demonstrate punctuality and preparedness.
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Actively participate in discussions; be prepared to discuss agenda topics.
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Contribute in a positive, solution-focused manner.
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Share results of committee work at unit meetings and/or in other venues.
Facilitate intra-department communication and oversee patient care and safety.
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Promote a team environment by example and by participating in workload completion, when necessary.
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Interact with employees, physicians, and the public in a sensitive, positive manner.
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Understand and use the Human Resources policies and procedures manual.
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Serve as a positive customer-service role model by greeting all that approach for assistance.
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Attend department meetings, participate in communication, contribute to problem resolution, and take minutes, when needed.
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Facilitate accurate exchange of information.
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Help with system and other changes in a timely fashion.
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Contribute to refining systems for direct feedback to unit staff, communication book, interdisciplinary report, memos, and memo boards.
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Identify problems and/or potential problem areas and work cooperatively with other departments to resolve system problems.
Attend and participate in Hospital activities.
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Demonstrate responsibility and initiative by attending all mandatory in-services.
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Participate in fire drills, evacuations, and emergency codes when circumstances exist.
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Perform duties as directed by the day treatment manager.
Use computers and software to complete job responsibilities requiring written documents.
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Know and use standard office software platforms and electronic medical records system.
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Assist the manager and department staff by preparing documents and minutes.
Promote department goals and the mission of the Hospital.
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Communicate goals to fellow staff members.
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Demonstrate measurable goal achievement.
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Maintain department policies and procedures.
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Include requirements and guidelines from external agencies (Joint Commission, state).
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Maintain and/or communicate the function backlog to the appropriate party at a set time.
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Educate new staff regarding regulations or requirements of those functions that relate to their areas or departments, as directed.
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Demonstrate acceptance and training of student interns in the department, as directed.
Demonstrate understanding of Joint Commission and other regulatory agency compliance regulations.
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Involve self in the learning and application of standards relevant to the Intensive Outpatient Program and Partial Hospitalization Program.
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Participate in in-services/seminars and other meetings to increase involvement and awareness of regulations.
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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.
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Demonstrate punctuality and preparedness.
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Demonstrate effective communication skills.
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Exhibit good organizational skills.
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Contribute in a positive, solution-focused manner.
Participate in the performance improvement program.
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Gain understanding of the performance improvement process.
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Apply the performance improvement model to department activities.
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Participate in performance improvement teams that lead to improvement.
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Educate and involve self in the Hospital and the department performance improvement plans.
Conduct self in a professional manner.
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Demonstrate organizational skills that promote timely response to all inquiries and to task completion.
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Communicate with all individuals in a positive and professional manner.
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Attempt to resolve individual issues with peers in a positive, calm manner, with a focus on solution.
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Communicate concerns and provide solutions for same.
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Attend outside seminars to promote professional growth.
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Demonstrate a positive and professional attitude toward all customers.
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Comply with the Hospital’s policies and procedures, including Human Resources, Infection Control, Employee Health policies and programs.
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Project a professional image by wearing appropriate, professional attire.
Additional Job Description:
Education/Training Requirements:
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Eighteen (18) years of age, or older.
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High school diploma required.
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Graduate of a two-year medical billing/coding program is strongly preferred.
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Proficiency with electronic health record software is required; Cerner is preferred.
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Previous experience working in a psychiatric setting is preferred.
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Valid driver’s license: will be required to have driving record approved by Rogers Memorial Hospital’s insurance carrier.
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Basic knowledge of equipment utilized to perform clerical duties.
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American Heart Association Provider CPR certification is required within thirty (30) days of hire. Annual re-certification is required.
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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:
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Health, dental, and vision insurance coverage for you and your family
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401(k) retirement plan
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Employee share program
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Life/disability insurance
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Flex spending accounts
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Tuition reimbursement
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Health and wellness program
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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)
