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Practice Assistant

2 months ago

Stillwater, Minnesota, United States Vantage Mental Health Full time
Job Summary

Vantage Mental Health is seeking a highly organized and detail-oriented Practice Assistant to support our clinical team. As a key member of our operations team, you will play a vital role in ensuring the smooth day-to-day functioning of our practice.

Key Responsibilities
  • Clinical Support
    • Assist clinicians with scheduling, patient intake, and follow-up processes.
    • Prepare and manage patient files, ensuring that all documentation is accurate, up-to-date, and compliant with legal and ethical standards.
    • Coordinate with pharmacies, laboratories, and other external providers to ensure timely fulfillment of prescriptions, test results, and other patient care needs.
    • Support clinicians with clinical documentation, including inputting information into electronic health records (EHR) systems.
  • Client Services
    • Serve as the primary point of contact for clients, ensuring a welcoming and professional experience.
    • Manage client communication, including appointment reminders, follow-ups, and responses to inquiries.
    • Handle client intake, assisting with forms, insurance verification, and payment processing.
    • Address client concerns and escalate issues to the appropriate clinician or the Executive Director as needed.
  • Operational Support
    • Assist in managing the day-to-day operations of the practice, including maintaining office supplies, managing equipment, and ensuring a clean and organized work environment.
    • Optimize workflows by identifying inefficiencies in processes and suggesting improvements.
    • Support billing and coding processes by assisting with the preparation of invoices and verifying insurance information.
    • Assist with the development and implementation of operational policies and procedures.
  • Documentation and Workflow Optimization
    • Document and track key operational metrics, identifying trends and opportunities for improvement.
    • Collaborate with the Executive Director and clinicians to streamline workflows, ensuring that clinical and administrative processes are efficient and effective.
    • Maintain and update practice manuals, ensuring that all staff have access to the latest policies and procedures.
  • Administrative Duties
    • Manage incoming and outgoing communications, including phone calls, emails, and mail.
    • Schedule meetings, prepare meeting materials, and take minutes as needed.
    • Assist with the coordination of staff training, events, and continuing education programs.
    • Perform other administrative tasks as assigned by the Executive Director.