Clinical Adminstrative Coordinator

Job Description

Job Description

Description:

Summary  

Provides administrative and coordinator support for patients and physicians in the outpatient and interventional psychiatry practices.

Essential Duties

• Handles incoming calls and directs callers to proper team member and teams.
• Responds and processes all new outpatient service inquires.
• Screen, register patients, and schedule new patients for initial consultations.
• Maintains provider schedules, and schedules patient appointments.
• Sends prescription refills to providers for review.
• Collects and processes patients’ balances: copays, deductible, or co-insurance.
• Prepare financial paperwork for treatments.
• Maintains and updates patient demographics and insurances.
• Directs requests and inquiries to appropriate team members as needed for other treatment service lines.
• Prepare and send new paperwork.
• Verify mental health benefits, and insurance authorizations, as needed, including prior authorizations for treatment and/or prescriptions.

Duties

• Review and respond to voicemails: patients, other providers or health centers, insurance inquiries and pharmacy related questions.
• Update and complete assigned tasks in database.
• Screen new patients with BPA contracted insurances; Verify mental benefits and review patients’ financial responsibility; Request initial and concurrent authorizations.
• Register new patient(s) in EMR and initiate patient portal to complete paperwork.
• Confirm required paperwork is completed including entering required fields: demographics, insurance and add service programs in EMR.
• Respond to emails from patients, doctors, and BPA team member and leadership.
• Attend staff and department meetings.
• Assist other team members as required; including support to Supervisor and/or Manager with monthly reports.
• Participates and contributes to training and knowledge with other team members on work assignments and new processes.
• Supports Manager with mid and end of month reports.
• Track Inventory, including but not limited to medication for patients' appointments.
• Provide real-time administrative support to the TMS and Ketamine Clinics.
• Other duties as assigned.

Measurement of Success

• An accurate timekeeping record: shows up at the work station on time and ready to work every day. Timesheets edited and approved by all assigned dates.
• Effectively responds to all office correspondence, organized and team orientated
• Capable of working in a fast-paced clinic.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Two years of clinic of hospital work experience.
• Ability to juggle multiple tasks and adjust to changing schedules and priorities and efficiently meet deadlines.
• Able to work as a team player or independently and with or without direction.
• Self-motivated, detail-oriented and organized.
• Compassionate and professional with patients at all times.
• Experience with telecommunication hardware and software.
• Proficient in computer applications such as Outlook, Microsoft Office, and web browsers.
• Excellent English communication (oral and written) - interpersonal, organizational, and presentation skills.
• Accurate typing proficiency.
• Able to work with confidential material and maintain appropriate boundaries.
• Professional attitude and attire.

Special Requirements

• Must be able to work in a structured environment with a shared work area where you are required to stay at your workstation while performing the functions and task of the position.
• Requires strong customer service, telephone, and interpersonal skills.
• Must have experience in high call volume environment.
• The ability to multitask and work well under pressure as well as being accurate.
• Must have reliable transportation.
• Excellent attendance.

Education and Experience

• Two years minimum experience in medical clinic/hospital or medical administration.
• Intermediate to advanced experience with Excel and Word applications.
• Familiar with different types of medical insurances.
• Experience with Practice Management and Electronic Healthcare Records a plus.

Work Environment

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The noise level in the work environment is medium (normally).
• The office is busy with lots of distractions and people in and out (patients and doctors).
• Work environment involves minimal exposure to physical risks, such as operating dangerous equipment or working with chemicals.
• Work involves minimal exposure to unusual elements, such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors, and/or loud noises.
• Chemicals known to the State of California to cause cancer, or birth defects or other reproductive harm may be present in the work environment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of the job, the employee is required to:

• Regularly talk, read or hear up to 8 hours a day.
• Regularly sit, type, and use the mouse up to 8 hours a day.
• Regularly sit and stand from chair up to 20 times a day.
• Regularly engage in conversation with severely depressed patients.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Occasionally stand, walk, use hands to finger, handle or feel, and reach with hands and arms.
• Regularly climb stairs and/or take elevator.
• Occasionally lift and/or move up to twenty-five (25) pounds.