Administrative Support Clerk

General Statement Of Responsibilities

The Administrative Support clerk is a critical position of the department’s organization. This position is often the first contact a potential customer or client has with the agency. This position includes a variety of tasks and responsibilities including opening the office and closing the office for business and performing tasks that keep the office operational. This position requires flexibility with location and hours.

SUPERVISION : All duties are performed under the supervision of the Adult Outpatient Business Office Manager and Adult Leadership.

Examples Of Responsibilities

• Develop and maintain positive working relationships with supervisor, coworkers and members of the administrative team as well as with clients, community resources and external referral sources.2. Deliver exceptional customer service at all times.
• Welcome on-site visitors, determine nature of business and announce visitors to appropriate personnel. Answer questions about organization and direct inquiries to appropriate areas as needed.4. Monitor visitor access and issue clinic passes.5. Facilitate connection of clients and guests to agency staff for intake, emergency assessment or other services as needed.
• Enter and maintain client information in computer databases and client files, including but not limited to admission data, verification of insurance benefits, scheduling, group management and data tracking to ensure safe and appropriate care.
• Answer incoming calls following agency protocols and assists caller as needed including providing callers with address, directions and agency information.
• Maintain the department’s group appointments and post daily schedules, including management of Medical/Psychiatric appointments and schedules.9. Check in clients for appointments, Open Access, groups or other scheduled activities. Check out clients through system as appropriate.
• Print daily group rosters and edit rosters upon completion of group. Effectively communicate with clinical staff regarding roster changes.
• Gather demographic, clinical and insurance information for appropriate registration into the agency system and verification of coverage.
• Assist clients with basic information on obtaining services such as transportation and insurance coverage.
• Assist clients in understanding and completing Authorizations to Release and/or Obtain Information from external entities, such as referral sources, insurance carriers and previous care providers.
• Monitor insurance authorizations to ensure reimbursement for services provided. Prompt clinical staff when authorizations are low or expiring. Collect and submit additional authorizations as needed; verify benefits daily.
• Maintain database(s) of insurance authorizations and communicate effectively with billing, clinicians and supervisors to continually update authorization status.16. Collect and administer urinalysis, oral swabs and breathalyzer tests as per agency protocol, including the accurate and timely notification of results to primary clinician and relevant data entry of test results into the client record.17. Work collaboratively with referral sources to ascertain appropriateness of referrals.
• Collect payments for services and posts them as required. Reconciles and submits payments to the Wellmore Business Office daily.
• Perform clerical duties as needed, including data entry, photocopies, monitoring and sorting incoming faxes and participating in the tracking and requests for supplies as needed.
• Respond to emails and other internal requests in a timely manner.
• Abide by the Code of Ethics and Laws of Confidentiality.
• Demonstration of caring, compassionate attitude toward clients, families and colleagues, and supporting the agency approach to providing quality care.
• Complete other duties as assigned.

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.

Must be detail oriented. Must demonstrate proficiency in Windows and Microsoft programs (including Excel), electronic health records (EHR), and other systems, with the ability to quickly learn and accurately maintain agency-specific electronic files. Must display willingness and ability to adapt to new situations and challenges. Must consistently maintain a pleasant, professional attitude. Must demonstrate an ability to exercise exceptional judgment and deliver meet high standards of customer service. Must exhibit initiative and accept accountability for tasks. Must demonstrate the ability and willingness to work a flexible schedule, including coverage during vacations, illness and evening hours as needed. Must be able to travel to and work in different locations to cover satellite offices. Must be fluent in English, Bilingual Spanish preferred.

Education / Experience

Minimum requirement of a High School diploma or General Education Degree (GED). Minimum of two years of experience and demonstrated success in similar position. Computer competency required. Knowledge of clinical/medical office environment preferred.

Continued Competency

Attendance at required in-service training and continuing education as recommended by supervisor. Must consistently deliver exceptional customer service at all times. Must consistently attend, be prepared for and meaningfully participate in individual supervision and team meetings. Must maintain a satisfactory performance evaluation.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Ability to effectively present information in one-on-one and small group situations. Must be fluent in English.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs. Ability to accurately count and reconcile using units of American money.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to apply common sense understanding to carry out detailed instructions. Ability to anticipate and articulate concerns regarding potential areas of inaccuracy.

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 this job, the employee is regularly required to walk and talk or hear. The employee frequently is required to stand; sit; use hands to finger, handle, or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.

Work Environment

The work environment characteristics described are representative of those an employee encounters while performing the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

The noise level in the work environment is usually moderate.