Office Support Staff and Program Assistant- Psychiatric

Description of Services

Perform administrative and certain clinical duties under the direction of a psychiatrist RN. Administrative duties may include scheduling appointments, maintaining medical records, billing, and coding information for insurance purposes. Clinical duties may include taking and recording vital signs and medical histories.

Work as part of a team to maintain the effective and efficient running of the front desk/reception area. Consistently meet the needs of clients, employees, therapists, visitors, and outside agencies. Perform various office tasks, including: data entry, copying, faxing, filing, preparing new files, collecting and documenting client information, changes, etc. Medical Assistant is also responsible for conducting transactions with other employees or the public in matters requiring knowledge of laws, rules, procedures, policies, and precedents.

Specific Job Duties and Responsibilities

• Record patients’ medical history, vital statistics, or information such as test results in medical records.
• Interview patients to obtain medical information and measure their blood pressure, heart rate, respirations, temperature, height, weight, BMI.
• Show patients to examination rooms and prepare them for the physician.
• Perform general office duties, such as answering telephones, taking dictation, or completing insurance forms.
• Greet and log in patients arriving at office or clinic.
• Schedule appointments for patients.
• Inventory medical, lab, or office supplies or equipment.
• Follow agency processes for discharging clients.
• Meeting with pharmaceutical representatives as needed when nurse is unavailable
• Assisting RN with Wellness program (Duties to include communication with pcp and other providers, logging information in tracking system, getting consents signed, other duties as assigned).
• Preparing required paperwork for Psychiatric Evaluations and follow up.
• Screening phone calls to the psychiatric line – returning calls as needed; answering questions about processes, procedures, and medical triage questions as necessary; delivering messages to nurse as needed; sending lab orders to labs
• Become familiar with use of telehealth equipment in order to assist doctor during telehealth sessions

OSS Tasks to be cross-trained as needed

• Sensitively greet and process clients and visitors to the office. Update client demographics and insurance information. Takes and records payments accurately.
• Utilizes expert customer service skills with both internal and external customers. All interactions with clients and staff are conducted in a pleasant and professional manner. OSS explains policies and procedures to inform customers or correct processes. Assists clients with completing forms and documents. OSS has the ability to deal tactfully and professionally with people and maintain sensitivity.
• Responds to telephone calls as quickly as possible. Announce callers and transfer calls as necessary. Handle intakes for new clients via telephone.
• Utilizes computerized systems to provide requested information. Updates and corrects file information to maintain accurate files. Copies documents using photocopier or computer printer to maintain records. Follow agency processes to assist with processing of client discharges (logging, filing, re-labeling client status, etc)
• Schedule new and existing clients in the scheduling system. Takes new referrals and schedules clients for appointments. Verify Access insurance (EVS) daily.
• Process discharge paperwork. OSS files information alphabetically, numerically, and chronologically according to office procedure to maintain organized and accurate filing systems. Locates and retrieves files from client charts. Disposes of old files in accordance with policy. Writes legibly to record information.
• Accurately verify information, including EVS checks, prior to initial appointments and as needed thereafter.
• Prepare new client charts. Prep for daily visits by pulling client charts and filing charts following visits. Updates and corrects file information to maintain accurate files. Merges and assembles files to maintain records. Delivers and/or picks up files to provide requested information. Photocopies files as requested.
• Able to manage multiple projects/tasks at one time. Able to manage time throughout the day. Able to adapt to a changing work environment and work under high pressure. Able to work with interruptions.
• Able to provide close attention to detail. Able to maintain accurate paperwork and accurate data entry.
• Able to work closely with others. OSS will perform all other duties as requested. OSS will also perform various duties as needed, specific to the outpatient program. OSS will help other areas or departments as needed.
• Communicates information clearly and concisely to others. Understand and follow oral and written instructions. Prepares simple correspondence. Can read and understand manuals.
• Maintains confidentiality of information. Ensures proper documentation, release, and maintenance of medical records. Complies with all HIPAA regulations. Records are never released without Director approval.
• Using a computer application to enter, manipulate, and format text and numerical data; insert, delete, and manipulate cells, rows, and columns; and create and save worksheets, charts, and graphs.
• Using a computer application to type text, insert pictures, format, edit, print, save, and retrieve word processing documents.
• Using a computer application to manage large amounts of information, including creating and editing simple databases, inputting data, retrieving specific records, and creating reports to communicate the information

Education Requirements

• High School Diploma/GED
• Medical Assistant Training/Education preferred (not required)

Other Qualifications

• All necessary child abuse clearances (PA Criminal Record Check, PA Child Abuse Clearance, and Federal Criminal History Clearance)
• Valid Pennsylvania driver’s license
• Auto insurance

General Knowledge, Skills, and Abilities Required

• Communication Skills – Transmits information clearly, in writing and/or verbally; Clearly and consistently communicates with clients, supervisors, and families
• Customer Service Skills – always puts the client first
• Problem Solving Skills – Demonstrates sound judgement and decision-making
• Organizational Skills – uses an organized approach to job responsibilities
• Active Listening Skills – Consistently uses good active listening skills
• Professionalism – acts with professionalism and integrity in all work environments
• Initiative – takes initiative and is proactive
• Responsive – attentive/responsive to needs of internal and/or external clients
• Patience – able to maintain patience in all situations
• Consistency – able to handle all situations and treat all people with consistency
• Ability to work closely with others
• Ability to manage time and meet frequent deadlines
• Ability to adapt to a changing work environment and work with interruptions
• Ability to provide close attention to detail
• Ability to work under high pressure
• Ability to maintain accurate paperwork and data entry
• Ability to analyze information and apply standard practices
• Ability to utilize creativity to problem solve
• Ability to follow and maintain confidentiality and safety policies
• Ability to analyze information and apply standard practices

Working Conditions

• Work will be completed mainly in an office environment.

Physical Requirements

Constantly Incurred (More than 75% of time on job) – ability to communicate orally and in writing, ability to hear conversation, ability to observe behavior, ability to analyze actions and behaviors, ability to write and type, ability to use a phone, computer, and standard office equipment

Frequently Incurred (Between 25% - 75% of time on job) – ability to stand, ability to walk, ability to sit, ability to drive, ability use legs/arms to climb, ability to balance

Occasionally Incurred (Less than 25% of time on job) – ability to lift, ability to work in various temperatures, exposure to intermittent noise above 85DB, exposure to chemicals (cleaning)

This job description is intended to cover the information essential to understanding the scope of the job, and the general nature and level of work performed by job holders within this job. This job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities, or working conditions associated with the position. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed of representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Blair Family Solutions is an Equal Opportunity Employer

I have read the above position description and fully understand the requirement set forth therein. I can perform the essential functions of the position, with or without reasonable accommodation. I will perform all duties and responsibilities to the best of my ability.