Secretary II, Adult Ambulatory Behavioral Health

  • ECHN
  • Manchester, CT, USA
  • Apr 15, 2019

Job Description

POSITION SUMMARY: This position reports directly to the Administrative Manager and indirectly to the Director of Ambulatory Behavioral Health Services. Provides administrative support for clinical, management, medical and educational staff in all of the Ambulatory Behavioral Health Services. Functions as central phone reception and is responsible for courteously and effectively answering and directing all inquiries for Ambulatory Services. Participates in the intake process by obtaining relevant descriptive and financial information as needed and recording and transmitting data related to access per department protocol. Is responsible for stocking supplies, scheduling appointments, collecting co-pays, generating daily encounter/census sheets, filing patient information, verifying and entering patient medications into departmental data system, recording and transmitting data related to records and processing medical records requests, scheduling, authorizations, charge entry and payer information and maintaining and monitoring databases. ##May perform registration of outpatients by choosing the correct Medical Record and obtains accurate demographic and financial data.# Establishes patient account for the purpose of producing a timely and accurate bill and an accurate medical record.# Verifies insurance through hospital system.# Interfaces with patients/students, families, professionals and other hospital departments.# Performs both Word processing and spreadsheet computer operations. Certain assignments may involve extensive managed care interface.# This position contributes to creating a caring and compassionate environment through ECHN#s Core Values of Teamwork, Communication, Respect and Caring.# # EDUCATION/CERTIFICATION: This position requires a high school diploma, or GED equivalent. Bilingual (English # Spanish) preferred but not required. # EXPERIENCE: Experience working in a medical facility. Experience in a related setting using medical/psychiatric terminology and working with managed care and Behavioral Health carve outs is preferred. # COMPETENCIES: Must be proficient in Microsoft WORD with basic knowledge of Microsoft EXCEL and OUTLOOK. Exceptional interpersonal, organizational and time management skills are required. Must be able to function effectively and independently in a work environment where multitasking is essential. Must have excellent verbal and written command of the English language and communication skills in order to effectively communicate with patients/students and staff. Requires mature judgment and a comfort level working in an environment with children and adolescents with psychiatric disorders in an environment can often be emotionally charged. # ESSENTIAL DUTIES and RESPONSIBILITIES: Disclaimer: Job descriptions are not intended, nor should they be construed to be, exhaustive lists of all responsibilities, skills, efforts or working conditions associated with the job.# They are intended to be accurate reflections of the principal duties and responsibilities of this position.# These responsibilities and competencies listed below may change from time to time. # # # Effective and efficient operations of daily activitiesfor Central Office; opening, closing, mail distribution, copying, faxing, filing, dispatching incoming and voicemail messages and other work flow operations for the department as evidenced by successful completion of tasks. Announcement of building codesin a clear, concise, and calm manner as evidenced by actual performance in drills and real situations. Professional and timely answering of telephoneswith ECHN greeting and appropriately directs calls to clinical staff/MD/voicemail. Obtains and demonstrates ability to effectively complete the patient referral dataprocess by acquiring accurate referral information, input of data into QuicDoc Database system and appropriately interfacing with Central Access. Creation and maintenance of up-to-date patient databasein QuicDoc, Excel and CDCS System (if assigned) as evidenced by degree of accuracy and thoroughness. Verifies and authorizes all insurance informationas well as continued stay coordination and seeks up-to-date insurance information upon admission to services.# Appropriately interfaces with Central Access position for new starts/insurance verifications/updates. Collection and processing of co-payupon patient#s arrival and ability to utilize and process co-pays with financial services. Daily scheduling and reschedulingof MD/clinical staff appointments in QuicDoc Scheduler in a timely and proficient manner. Demonstrates knowledge and experience with computer programsappropriate for position. Follows log-in process for all medical recordrequests and processes within the required timeframe according to the departmental policy. Charge entry process for PHP/IOP/OP programs and preparation/update of daily encounter/censussheets for appropriate service. Set up and maintenance of patient informationby appropriate updating QuicDoc and filing into patient#s charts. Pulling of all MD and APRN chartsaccording to schedule for next day. Monitoring of copiers, faxes, and computersfor any perceived problems and ensures adequate supplies are available at all times. Provides cross-coveragefor all secretarial functions as required and adjusts to changes in work responsibilities as evidenced by flexibility and willingness to assume these roles. Obtains and demonstrates ability to effectively enter patient medicationsinto the QuicDoc Database System appropriately and efficiently as evidenced by degree of accuracy and thoroughness. Demonstrates ability/knowledge of patient transportationprocess to obtain new transportation request and to process monthly requests. Accurately establishes patient accountby verifying insurance and eligibility, carve out information, diagnosis code, policy numbers # Authorizations of Managed MCD, assigning correct physician(s), admit source, admit priority, MSP information, subscriber information and linking correct patient with correct medical record number. Completes demographic and financial informationaccurately in conjunction with Patient Access Department expectations while accurately determining the appropriate flow type in the Admissions registration system. # #