Administrative Assistant

The Administrative Assistant assists and supports all functions of the front office operations. Provides support to Receptionists or other front office staff and assists clinical staff with processes and procedures.

Education

High School Diploma or GED

Experience

One year of related experience. Requires a working knowledge of standard practices and procedures.

Qualifications

*Due to the handling of monies, a credit check will be warranted.

*Excellent communication skills and ability to remain calm and supportive in an active front office setting with sensitive and vulnerable patients who may easily escalate.

*Must be able to multi-task and work well in a close team environment.

*Proficient in the use of computer and Microsoft Office software, and able to work in other software systems upon specialized training.

Area of Responsibilities
*Customer Service - Provides assistance and information in a kind, courteous manner to patients and visitors. Directs visitors to the appropriate areas. Participates and coordinates patient satisfaction initiatives. Demonstrates excellent customer service skills. Communicates effectively with patients and management regarding service recovery opportunities. Works together with other team members to achieve Office and System customer service goals.
*Development - Maintains a current knowledge of The Center for Behavioral Health and Tanner Intensive Family Intervention Program as well as Willowbrooke at Tanner Inpatient and partial hospitalization program processes and procedures. Maintains a high level of expertise in admissions, rules, and regulations by reading and studying all applicable bulletins, newsletters, etc. Participates in continuing education. Participates and helps develop new programs and procedures.
*Greets each patient, and/or visitor, and is proactive in anticipating their needs. Denotes appointment arrivals appropriately, and in a timely manner, informs and extends registration information to patient arrivals, instructs patient on completions as needed. Obtains copies of insurance cards, verifies and updates as needed, demographic, billing, and insurance information. Follows established standards with phone etiquette. Schedules appointments and gives routine, non-clinical instructions in preparation for the patient visit. Generates appointments. Requires knowledge of and daily use of several differing computer systems among which include report running, scheduling modules for a number of therapists in differing locations, offices, registration, and private health information, on two systems. Maintains work area and waiting room in a neat, orderly manner. Maintains strict confidentiality. Verifies patient benefits, and contacts patients with other resources if CBH cannot accept their insurance. Maintains a working knowledge of CPT, ICD9 and HCPCS coding.
*Program & Patient Support - Maintains working knowledge of equipment and removes faulty equipment from use as necessary. Participates in safety programs and educates the team on program safety and infection prevention. Assist with development of program policies and procedures, under direction of program manager, as needed. Follow up on, and assist clients who are displeased, document and involve management if not resolved. Enter employee's time and attendance as directed and monitored by program manager. Performs admission and registration of all patients in an appropriate manner. Accuracy in registration process is required. Involves extensive contact with a variety of people, including patients, family members, doctors, staff nurse, ancillary department personnel, and external clients. Verify correct payer information, patient benefits, eligibility and treatment authorization as required. Collects monies due whenever necessary. This includes past due balances and copays or amounts due at time of service. Bad check- Insufficient Funds processing and charge back procedures. Communicates cost issues to staff members and consumers, as needed. Handles cash and change, balances cash drawer. prepares deposits and receipts. Makes timely and accurate notations in Meditech or Mitchell & McCormick regarding collection issues. Process and post credit card payments. Follows the clinic policy regarding the handling of cash receipts. Performs daily counts of cash on hand.
*Teamwork & Clinical Support - Works well with others and functions as a team player. Offers ideas and solutions for issues that affect the team and work area. Stocking and ordering of supplies as needed. Maintains patient care areas. Participates in the training and skill development of new front office employees. Supports clinical staff with auditing records, tracking required edits for compliant charts, and discharges charts as necessary. Obtains verified diagnosis from physicians, as required. Assists in other areas of the office as necessary

Compliance Statement
Employee performs within the prescribed limits of Tanner Health System's Ethics and Compliance program. Is responsible to detect, observe, and report compliance variances to their immediate supervisor, the Compliance Officer, or the Hotline.

Education
High School Diploma or GED

Experience
One year of related experience. Requires a working knowledge of standard practices and procedures.

Licenses & Certifications
*NONE REQUIRED

Qualifications
*Due to handling of monies, a credit check will be warranted.
*Excellent communication skills and ability to remain calm and supportive in an active front office setting with sensitive and vulnerable patients who may easily escalate.
*Must be able to multi-task and work well in a close team environment.
*Proficient in use of computer and Microsoft Office software, and able to work in other software systems upon specialized training.

Definitions
*The Administrative Assistant assists and supports all functions of CBH front office operations. Provides support to receptionists or other front office staff and assists clinical staff with processes and procedures to remain in compliance with TJC and DBHDD standards.

Contact With Others
Requires frequent but limited contacts with many others to do job, or extensive contacts with a limited number of categories of people to apply procedures or treatment. Requires discretion and tact to interpret departmental procedures.

Effect Of Error
Probable errors may be serious and involve losses such as improper costs, overpayment, waste of material, damage to equipment, and delay in processing work. Effect usually confined within the organization. Most of work not subject to direct verification or check. Regularly works with some confidential data such as account, salaries, patient medical records, which if disclosed might have adverse internal or external effects.

Supervisory Responsibility
Occasionally uses assistance of aide or helper in performance of task

Mental Demands
Work involves a variety of problems in a general field, some of which are complex. Involves some independent judgment to decide what to do to assemble facts, determine variations from standard procedures, or plan other action to be taken to meet general objectives.

Physical Effort
Minor physical effort - Job requires person to stand and/or walk frequently. Lifts, carries, or uses lightweight (1 to 25 lbs.) materials or equipment less than half of the day. Works in reaching or strained position intermittently. Office or laboratory work requires close visual effort less than half of day. Office or Laboratory work with concentration on a monotonous, repetitious procedure or skill most of day, where speed and accuracy are essential.

Working Conditions
Generally pleasant working conditions/normal office environment.

Physical Aspects

Continually (at least once per day)
*Hearing
*Visual

Frequently (at least 3 times a week)
*Typing
*Manual Dexterity -- pinching with fingers, etc.
*Reaching -- above shoulder
*Reaching -- below shoulder
*Speaking
*Standing
*Walking
*Carrying

Occasionally (at least once a month)
*Bending
*Running - In response To an emergency
*Lifting up To 25 lbs.
*Handling -- seizing, holding, grasping
*Squatting
*Smelling
*Pushing/Pulling -- up To 25 lbs.