RESPONSIBLE TO: Office Administrator
WORK AREA: Louisiana
Outpatient Behavioral Health Office
SUMMARY: Under the supervision of the Office Administrator, the Office Manager will answer telephones, schedule client services, perform insurance verification, reschedule, and confirm client appointments, greet and check-in clients, obtain client documentation and intake paperwork and scan to the system, and move clients through a pre-determined schedule of appointments at the office. Employee will also submit completed care charges to billing and make follow-up appointments.
BLOODBORNE PATHOGEN CATEGORY I: Tasks with actual blood/body fluid exposure are not included in this position’s duties.
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Day-To-Day Responsibilities*
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Answersall incoming calls in an efficient, pleasant, andprofessionalfashion. Schedules new clientsfor intakeappointments; provides explanation toclientofwhat to bring and what to expect at first appointmentand makes reminder calls.
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Verifies client’s insurance when scheduling.
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Works with clients and billing to resolve any client insurance issues thatimpactsclient’sability to receive treatment.
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Confirms client’s appointment and information; updates systems to reflect any changes.
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Create and organize client charts (Physical and electronic into EHR)
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Welcomesandgreetsall clients as they arrive, orientingclientto the space and providingcompanyinformation, patient rights information, privacyinformationand other required notifications.
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Checks client in and scans all client-completed paperwork to the electronic health record. Notifiesproviderof client’s arrival.(Ensure that ROIs are obtained)
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Schedulesclient’sreturn appointment and checksclientout atendofvisit. Reviews andupdatesclient’scarerecord,submittingto billing department.
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Serves to gather client information toassistbillingdepartmentin the event ofa coding denial. Maintains professionalrelationshipwithclientas the face of PathBehavioralHealthcare,impactingthe client’s care experiences.
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Requests and scans prior care records at the request of the clinical providers at the site.Followsup on requests to ensure that information is available.
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Manages mail, faxes, and officesupplyordering for site.
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Identifiesopportunities for marketing and business growth; prepares for and attends events when available.
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Communicate with staff on any information the doctor or LMHPs left for them
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Preform Dr. Day duties(Doctor dayis the day that alldr. & nurse practitioner appointments are done.)
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Update Rosters, Census, Referral log, and Provider Bios.
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Update employee charts withnew information
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Set up CPR/CPI classes
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Keep an updated employee list and birthday list
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Works withBusinessDevelopment team toidentifyReferral Partners and communicate daily with Partners.
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Thisincludesfollowing up on clients that were referred thatdidn’tshow up and need to be re-scheduled, clients who are completing treatment. (ROI must be obtained)
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Day-To-Day Team Member Responsibilities*
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Willingly serves in a professional and collaborative capacity with all other employees and PathBehavorialHealthcare.
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Fully understands andcomplies withall organizational processes and policies
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Takes initiative to help clients and others.
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Consistently practices active listening andmaintainsa pleasant, solution-focused attitude.
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Collaborates with all colleagues and coworkers to communicate with transparency and drive implementation of the organization’s goals,objectivesand processes.
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Maintains an organized workspace and outpatient office& put inthe servicecalls for any broken things.
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Is at work on time and ready to work, and leaves work at the completion of client care responsibilities.
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Maintain strict compliance with HIPAA guidelines and confidentiality agreements.
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Maintains a demeanor of positive professionalism.
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Assistwithadditionalclerical services as requested
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Assist Nurse Practitioner (NP) with the following:
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Scheduling and rescheduling of patient appointments
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Take vitals to include height and weight.
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Take phone messages for NP.
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Order supplies.
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Professional Development/Education*
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Attends all company education seminars, seeks other opportunities to grow knowledge ofcompanyand work responsibilities.
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Participates in site team meetings, company meetings, volunteers for special projects or committees that would enhance professional growth.
QUALIFICATIONS:
Education:Preferred: Associates degree in a healthcare related field
Required: High school diploma with experience as noted below.
Certification:Must hold active CPR certification
Experience/Skills:Preferred: 1-year recent clerical, customer service or marketing experience in a behavioral health office
Minimum of 2 years’ experience in a clerical or customer service-related field in a healthcare environment
Thorough knowledge of billing and coding guidelines.
Thorough knowledge of privacy, HIPAA, and confidentiality requirements.
Physical Effort: Requires working under stressful conditions or with interruptions.
Requires sitting, viewing computer monitors and keyboarding.
Must be able to lift 25 pounds
Interpersonal Skills:Requires excellent interpersonal and time management skills and a calm, professional style of communication.
Background:Must pass all federal and state background checks. Educational and work history will be confirmed in compliance with company policies. Required to pass all pre-employment drug, alcohol and Tb testing.
