OVERVIEW
Manages and performs the administrative office functions of a large agency clinic including the supervision of subordinate clerical staff. Work is performed under regular supervision and is guided by well-established and specific agency policies and procedures, public and private payor guidelines and requirements.
DUTIES AND RESPONSIBILITIES
- Answers office telephone, screens calls, and provides information.
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Greets individuals and public visiting the clinic.
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Makes initial observation and assessment of individuals and makes referrals to appropriate staff, Emergency Services, or other service providers.
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Conducts financial interviews and appeals, assesses client financial responsibility and explains agency financial policies.
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Verifies insurance benefits with insurance companies.
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Validates and enters individual related data from reimbursement and MIS forms, including financial input, payment plan, admissions intake, opening to program, diagnoses, etc. into electronic medical records system.
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Manages clinic/professional staff appointment calendar(s).
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Processes and enters or updates admission intake, discharge and substance abuse data.
- Posts payments to client accounts.
- Runs cash reports.
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Researches and responds to individual complaints and questions regarding billing.
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Prepares individuals' balances and follows up on delinquent account activity.
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Maintains referral lists and outpatient log books, types and sends letters to individuals on list.
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Maintains inventory of office and first aid supplies and requisitions as needed.
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Schedules, conducts and documents fire, tornado, power outage, and other health and safety drills.
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Picks up, sorts and distributes incoming mail. Posts and delivers to Post Office outgoing mail.
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Prepares and makes bank deposits.
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Composes and types routine office correspondence.
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Prepares CARS and SALS, by entering individuals' appointments into computer and printing.
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Supervises other office support staff.
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Leads implementation of office performance objectives.
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Plans and manages administrative and service work flow.
KNOWLEDGE, SKILLS, AND ABILITIES
Thorough knowledge of modern office practices, procedures, equipment and secretarial techniques; thorough knowledge of modern office software applications, e.g., Microsoft Office, Word, etc.; thorough knowledge of the operation and use of electronic medical records; thorough knowledge of the terminology common to the program served; thorough knowledge of public and private third party payor guidelines and requirements; considerable knowledge of the correct use of business English, grammar and spelling; some knowledge of basic bookkeeping practices; ability to conduct effective interviews; ability to establish rapport with the individual population; ability to communicate effectively orally and in writing and use correct punctuation, spelling and grammar; ability to type at a rapid rate; ability to establish and maintain effective working relationships with staff of the agency, insurance companies and the public; ability to perform administrative and complex clerical tasks requiring accuracy and attention to detail; ability to file, index, and use cross-referencing methods; ability to prepare and maintain records; ability to safeguard the confidentiality of sensitive information; ability to perform routine arithmetical calculations; ability to understand and carry out oral and written instructions; ability to efficiently use personal computers, facsimiles, printers, and other office machines; ability to function calmly in stressful situations; ability to drive a vehicle.
TYPICAL EDUCATION, TRAINING AND WORK EXPERIENCE
High School Diploma and extensive administrative experience working in a business office and including considerable experience in an office serving the mentally ill, substance abusive and intellectually disabled.
LICENSURE AND CERTIFICATIONS
Valid Virginia Driver's License