Administrative Assistant

Job DescriptionJob Description:

Description: Follows All Organizational Policies and Procedures Greet and Check-in PatientsGreets patient in a warm, friendly and welcoming manner.Assists patient with check-in procedures, scheduling, and co-pays in a calm and helpful manner.Explains clinic forms, policies, insurances, co-pays in a friendly and helpful fashion.Makes certain that the patient has accurately completed all required paperwork prior to the visit.Helps to track referrals and questions about insurances in a way that minimizes patient anxiety and frustration.Assists Lead Administrative Assistant in supervising work of the receptionist, when applicable. Scheduling Follow-up Appointments and New EvaluationsChecks faxes and secure messaging for new referrals and schedules these in a timely fashion. Follows-up on patients for which messages have been left but not returned.Accurately schedules patient appointments in a friendly and helpful fashion. Gives directions to clinic and answers questions about appointment length, paperwork and apparel for initial appointment. Follow-up on N/S and C/A to reschedule. Makes therapist aware of reasons for missed appointments and whether patient reschedules. Follow-up on those who say will call to schedule but fail to follow-up. Remove extra appointments from system at discharge.Enters notes into appointments regarding authorization information, co-pays/money collection and other pertinent comments.Assists Lead Adminstrative Assistant in supervising work of the receptionist, when applicable. Answer Phones and Take MessagesAnswers phones with a professional and friendly greeting.Places on hold appropriately if managing multiple calls or checking patient at the window.Transfers calls effectively as necessaryTakes messages and writes them in a legible and accurate fashion to include the date and time of call, the name of the caller, the telephone number and a brief message regarding the subject of the call.Assists Lead Adminstrative Assistant in supervising work of the receptionist, when applicabl Fax Evaluations/Referrals/Progress NotesMany faxes for initial evaluations and progress notes are automatically faxed by therapists using the functionality in WebPT- the receptionist will verify that Evaluations and Progress notes have been faxed and will fax them as needed.Performs and supervises receptionist, if applicable, for sending DHC notes via secure messaging as wellFaxes notes and other information at the request of the therapists or Lead Administrative Assistant.Checks signatures on returned notes for Medicare and other insurance requirements and follows-up if these are not present.Requests faxes for office notes, MRI, X-ray and other pertinent reports requested by the therapist in accordance with the medical record and HIPPA policies.Scans received faxes into the appropriate patient file.Prints and faxes or mails office notes at the request of the Administrative Assistant.Assists Lead Adminstrative Assistant in supervising work of the receptionist, when applicable. Filing, Chart Management and Quality Checking of ChartsMakes certain that all intake questionnaires are scanned and entered into the patient’s chart.Enters information from intakes accurately into appropriate fields in WebPT Quality check charts for insurance end-dates, Medicare Requirements, PCP referral and Therapist Notations. Assure that this is communicated with the therapist and that schedules are adjusted as needed.Runs “Lost Patient Log” in WebPT and works with therapist to reschedule missing patients or to assure the therapist discharges the patient.Runs missed notes report to check that visits are not exceeding authorizations and to work with therapist to have notes completed in a timely fashion.Assists Lead Adminstrative Assistant in supervising work of the receptionist, when applicable. Collects Co-pays and PaymentsPolitely asks patients for payments that are due when they check in.Accurately takes checks, cash and credit card payments.Accurately enters payments into WebPTGives receipts from the system or by hand as needed.Manages cash box balance accurately. Responsible for correct amount in cash box.Assists Lead Adminstrative Assistant in supervising work of the receptionist, when applicable. Makes DepositsAccurately adds checks and cash using deposit slipsMakes deposits at least twice per week.Gives deposit slips to owner.Assists Lead Adminstrative Assistant in supervising work of the receptionist, when applicable. Office Supply InventoryRoutinely checks the office and inventories supplies.Works with an Administrative Assistant to order any necessary supplies needed by the office.Assists Lead Adminstrative Assistant in supervising work of the receptionist, when applicable. Distribute MailAccepts, sorts and distributes the mail to the appropriate individual.Opens letters from insurance, lawyers, physicians follows-up with appropriate person regarding action steps.Insurance checks are logged for deposit as noted above.EOBs are sent to the appropriate Administrative Assistant for entry into Kareo.Assists Lead Adminstrative Assistant in supervising work of the receptionist, when applicable. CleaningIt is Granite State Physical Therapy’s policy that all staff members are to keep their work areas neat, clean up after themselves and to assist in keeping the clinic clean according to policy.Assists Lead Adminstrative Assistant in supervising work of the receptionist, when applicable.The office staff member at the site will take the lead on cleaning.Dirty laundry bags changedWaiting room cleaned and straightenedFloors vacuumedTrash emptiedEquipment cleanedRefrigerator cleanedEtc. Administrative Assistant Specific Duties TherabillThe Administrative Assistant will be responsible for working with the Lead Administrative Assistant to fully understand the use of Therabill as it applies to the organization. This involves staying updated on new functionalities, reporting problem areas and assuring resolution, running and evaluating appropriate reports and performing quality checks on information accuracy. The Administrative Assistants and Lead Administrative Assistant will keep Partners updated and trained in relevant aspects of Therabill operation. Insurance AuthorizationsPerforms and supervises receptionist, if applicable, to make sure that authorizations are in place for upcoming visitsPerforms and supervises receptionist, if applicable, to accurately enter authorization information into WebPTObtains all necessary referrals from PCPs and referring MDsPerforms and supervises receptionist, if applicable, to make therapist aware of any discrepancies or special requirements for insurance coverage.Assists Lead Adminstrative Assistant in supervising work of the receptionist, when applicable.Checks missed notes reports to track visits that may not show in system.Accurately places visit data in WebPT Patient Information screen and updates regularly.Accurately places note for end of authorization and need for progress note in next to last authorized appointment in patient schedule. Assures that this information is updated or therapist notified if a cancellation or no-show will impact the authorization requirements.Reminds therapists to get notes in on time so as to improve the ability to accurately track authorization data.Reviews therapist’s completed progress notes to assure all required elements are present and gets therapist corrections as needed.Sends and tracks authorizations electronically, by mail or fax as required by insurance carrier.Makes patient and therapist aware of any visits that are scheduled without authorizations in place and works to appropriately reschedule these. Insurance BillingUnder the Direction of the Lead Administrative Assistant performs the following in a timely and accurate fashion :Checks WebPT to rectify patient visits and transfer to KareoChecks co-pay, co-insurance and deductible payments to assure appropriate credit.Charges and claims are checked for accuracy.Electronic claims are sent via Kareo and reports for clearinghouse claim status are monitored. Claims are resent or investigated as needed.Paper claims are printed and formatted per insurance carriers requirement.Obtains all necessary signatures from the therapists.Claims are faxed or mailed to appropriate addresses.When designated- checks AR reports and follows-up on claims that are not paid within allowed time limits and re-submits bills/claims as needed.Assists the Lead Administrative Assistant with researching denials, rebills as needed and tracks these to assure payment. Notifies and trains staff in reasons for legitimate denials (missed authorizations, timely filing, etc.). Accounts ReceivableAs directed by the Owner and/or Lead Administrative AssistantRuns reports for Total, Insurance and Patient balances.Identifies accounts that are aging beyond the accepted timeframes for payments.Researches possible reasons for outstanding balances: Authorization issues, rejected claims, claims with mistakes from errant data in our system, secondary insurance balance, patient tardiness in payment, litigation cases etc.Takes the initiative to resolve any noted issues.Discusses AR balances and tracking with Owner on a weekly basis.Assures policies and procedures are being followed and trains staff as needed.Assists Owner in developing processes, systems and workflows to decrease problem areas when possible.Reviews charges, write-offs and payments with Owner in order to maximize reimbursement and adhere to all regulatory policies. Insurance UpdatesAssists Lead Administrative Assistant and Owner with reviewing policy information, requirements, credentialing, payment rates and provisions and updated billing interfaces and requirements. Assists in reviewing national and state regulatory requirements for billing (e.g. Medicare and Medicaid requirements, Universal Claim Forms, CPT and ICD-9 coding etc.)Assists lead Administrative Assistant in developing charging guidelines and rules and assists with training clinical staff as it pertains to billing practice. Patient Billing and CollectionsUnder the direction and supervision of the responsible Partner and Lead AdministratorAssists or takes primary responsibility for tracking patient balances.Creates reports and identifies patients with open balances and bills patients according to clinic guidelines and policy.Tracks patient payments and credits these to the patient’s account.Follows-up on patient balances and calls patients who have not made payments.Sets up payment plans per clinic policy and assures payments are made on the stated dates.Reports delinquent accounts to Collections Agency and tracks payment process.Works delinquent accounts that are under $50.Assists responsible partner with developing and training clinic policies to help minimize lost revenue.Under direction of the responsible Partner, writes off accounts that are deemed to be uncollectable. HIPAAWorks with the Lead Administrator to review, update and train all relevant HIPAA requirements for the organization.This includes Patient HIPAA policy and notification forms.Assuring privacy and security during in clinic conversations, telephone conversations and all communication using electronic transmission.Privacy of all information in the clinic (documents, screens and other information out of patient site) to include monitoring clinical staff for possible violations.Strict adherence to patient privacy/ HIPPA policy in and out of the clinic. WebPTStays current on all WebPT updates and assists in training staff on new aspects of the program.Assists the Lead Administrative Assistant and Partners in managing all aspects of the electronic medical record.Builds schedules and adjusts for holidays, vacations, coverage and meetings.Schedules patients Builds and manages patient profiles and data for each case.Updates physician, payer and patient information on a regular basis and in an accurate fashion.Updates authorization data and visit information and flags therapist using appointment notes and appropriate appointment type (e.g. follow-up vs. Reexamination etc.).Takes and enters co-pays accurately and assures payments are appropriately transmitted to Kareo.Runs and Analyzes Reports / Follows-up with therapists: Lost patient reportsMissing notes reportsEtc. ComplianceWorks with the Partners and Lead Administrative Assistant in developing, training and tracking adherence to organizational policies that assure compliance with State, Federal and other legal mandates surrounding employment standards and administrative functions.This may include:Posting Federal Wage and Work items and helping staff members understand these laws and organizational policy.Tracking Medicare and other insurance milestones to help assure administrative compliance with rulesAssist with the development and regulation of organizational safety policies and procedures.Etc. Ordering Supplies and InventoryWorks with the responsible partner to develop and monitor inventory and supply procedures within each site and the organization.Obtains site approval for orders and forwards these to the designated Administrative Personnel for compilation and forwarding to the responsible partner for approval.Places orders upon approval and tracks order process.Receives new items and inventories these against invoices. Tracks any back orders and follows up on any errant orders. Reports discrepancies to responsible partner.Appropriately divides and disperses supplies to each site.Monitors linen deliveries and inventories and notes any discrepancies. Orders additional linen as needed but does not change inventory and researches reason for increased usage. Follows-up with the responsible Partner. RepairsThe Administrative Assistant may be designated to be the site or organizational resource to work with the responsible Partner to develop protocols when repairs on the facility, equipment and infrastructure are required. For example, the Partner may designate calling the an internet provider directly when the internet is malfunctioning but may want to decide whether or not to call our IT resource if our internal network is malfunctioning.The Administrative Assistant may be designated to arrange yearly equipment safety checks and to track and research warranty plans as they relate to equipment. The Administrative Assistant May Perform Other Duties as Assigned Requirements: QUALIFICATIONS: High School, associate or bachelor’s Degree with background and skill set consistent with general business operations to include schedule management, insurance billing, billing procedures, business compliance management, customer service, supply management, data management and analysis and general office management skills.A person who demonstrates the physical and mental capabilities (practical &/or written) to perform the duties required of the position.A person who can meet the physical d

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