Administrative Support Assistant

Description

SUMMARY

Responsible to support all clinical and administrative departments at a secretarial/transcriptionist level. This position provides full or part time work/hours, as well as supports all aspects of the administrative forum.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Receives, distributes and documents incoming calls with accuracy and attention to detail in patients’ electronic health record; including calls for medication refills and patient concerns to be directed to the LPN.
2. Maintains up to date patients electronic health records; includes scanning and uploading documents, including medical history, hospital records, correspondence and so forth.
3. Maintains patient and staff confidentiality at all times. Employee will possess knowledge of HIPAA, program confidentiality standards, and will adhere to the agency release of information guidelines, processes, and paperwork.
4. Demonstrates appropriate professional and interpersonal skills with patients, families, outside agencies, Insurance Companies, Employee Assistance Program Agencies, and other professionals and co-workers.
5. Schedule and rescheduling patients, enter meetings, lunches, etc. into computer schedule for Providers.
6. Registers patients at point of check in, collect co-pays, deductibles, and make change & reconcile the cash drawer at the conclusion of shift. Verify demographics & insurance information on all patients presenting for appointments. Provide patients with follow up appointments.
7. Schedule patient transfers, intakes, & evaluations into providers’ schedules ensuring that insurance verification is complete and patients are scheduled with the appropriate provider.
8. Create and send correspondence to patients and other agencies as needed.
9. Reviews fiscal documents and enter relevant information into computer.
10. Reviews insurance information relating to a patient and hold a baseline understanding of insurance company enrollment with the agency and scheduling parameters.
11. Completes appropriate documentation for insurance re-authorization process.
12. Will complete initial “Point of Entry” in the electronic health record either in person or via phone. Gather demographics, guarantor and insurance information and schedule appropriately based on insurance standard for the initial appointment.
13. Performs other secretarial projects as assigned.
14. Provides backup coverage for other support staff as needed.
15. Participates in ongoing in-service training programs.
16. Effective communication skills in working with those experiencing high levels of distress and emotional instability.
17. Utilize NTC’s Electronic Health Records (E.H.R.) during tenure of employment. Initial training, and on-going training, will be provided to employee by respective supervisor and/or assigned team member.
18. Employee will be proficient in their job position within six (6) months. If at any time an employee feels they need more training/education, employee is to submit a request for such through their supervisor, manager, and/or director.
19. Other functions and duties as assigned.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

1. High School Diploma or Equivalent.
2. Minimum of One (1) year experience in a administrative position is required.
3. Computer experience including knowledge of some Microsoft/word-processing and Excel spreadsheet usage.

WINNING BEHAVIORS, COMPETENCIES and SKILLS

1. Good interpersonal skills and the ability to communicate effectively.
2. Must be organized and efficient in the performance of their job.
3. Ability to make clear and pertinent statements both orally and in writing
4. Takes initiative - seek ways to complete assignments with a minimum of guidance
5. Job Knowledge - consider relationship in length of time in assignment
6. Problem Solving - take on new responsibilities and work toward solutions
7. Commitment to continued learning - works to improve self and team members
8. Continuous quality Improvement - works to eliminate waste and make improvements
9. Team work - acts as team player, supports team goals, can lead and follow
10. Strong decision making skills
11. Attendance - works as scheduled
12. Positive Attitude - gets involved in company groups
13. Flexibility - ability to accept new direction on short notice
14. Cross Training - works to share knowledge with others in a helpful way

PHYSICAL DEMANDS

1. Must be able to travel if required.
2. Position may/will require use of own vehicle.
3. Current/Valid Driver’s License.
4. Sedentary work: duties require exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry push, and pull articles such as files and computer binders.

WORK ENVIRONMENT

1. Works in well-lit office environment.

LANGUAGE SKILLS

1. Ability to write reports and correspondence.
2. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

REASONING ABILITY

1. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.