Clinic Secretary

Clinic Assistant

Schedule: Full-time 40 hours/week Monday - Friday Typical shift - 8am - 4:30pm This position will help support our upcoming Chippewa Falls PHP/IOP location opening Fall 2026!

The Clinic Assistant performs receptionist and billing responsibilities related to clinic operations; coordinates patient information, maintains confidentiality of patient files, and coordinates billing functions with central offices.

Job Duties & Responsibilities:

Perform departmental clerical and receptionist functions timely and accurately.

• Communicate messages to others timely and accurately.
• Answer telephones in a courteous manner within three (3) rings, and direct calls appropriately.
• Greet and screen visitors and assist in meeting requests for information.
• Type general messages for the department.
• Make appointments for the unit.
• File documents in the unit manuals and resource areas.
• Copy documents for unit staff.
• Sort and distribute mail.
• Maintain the filing system and ensure that needed forms are readily available.

Perform departmental billing functions timely and accurately.

• Produce complete and accurate claims.
• Prepare the Hospital deposit worksheet, the bank deposit ticket, and scanning all checks.
• Balance accounts receivable and prepare deposit reconciliations.
• Prepare professional, all-inclusive fee bills for submission to Accounts Payable.
• Prepare vendor bills for submission to providers.
• Post payment denials of insurance Explanation of Benefits into the billing system.
• Type and log hospital and physician payments into Excel spreadsheet.
• Assist with producing and mailing monthly statements.

Maintain medical records in a functional, detailed, and accurate manner.

• Review all active medical records for filing needs, correct placement of forms, and new orders to be transcribed.
• File laboratory and other diagnostic reports in an accurate and timely manner.

Maintain appropriate supplies for the unit and enter charges for patient-specific supplies and treatments.

• Sign out and distribute supplies in a fiscally prudent manner.
• Anticipate and arrange for department supplies to avoid interruptions in patient care or complaints from caregivers.
• Place weekly food orders.
• Facilitate communication and assist in providing information to patients, families, visitors, and health care providers.
• Report relevant information to the manager, appropriate health care provider or department.
• Prioritize tasks and demonstrate ability to organize workload.
• Respond to requests from physicians, patients, families, visitors, and health care providers. Take appropriate action.
• Respond to codes and crisis situations as needed, under the direction of clinical staff.
• Assist with patients at arrival and departure times under the direction of clinical staff.

Participate in Hospital committees, meetings, and team projects.

• Demonstrate punctuality and preparedness.
• Actively participate in discussions; be prepared to discuss agenda topics.
• Contribute in a positive, solution-focused manner.
• Share results of committee work at unit meetings and/or in other venues.

Facilitate intra-department communication and oversee patient care and safety.

• Promote a team environment by example and by participating in workload completion, when necessary.
• Interact with employees, physicians, and the public in a sensitive, positive manner.
• Understand and use the Human Resources policies and procedures manual.
• Serve as a positive customer-service role model by greeting all that approach for assistance.
• Attend department meetings, participate in communication, contribute to problem resolution, and take minutes, when needed.
• Facilitate accurate exchange of information.
• Help with system and other changes in a timely fashion.
• Contribute to refining systems for direct feedback to unit staff, communication book, interdisciplinary report, memos, and memo boards.
• Identify problems and/or potential problem areas and work cooperatively with other departments to resolve system problems.

Attend and participate in Hospital activities.

• Demonstrate responsibility and initiative by attending all mandatory in-services.
• Participate in fire drills, evacuations, and emergency codes when circumstances exist.
• Perform duties as directed by the day treatment manager.

Use computers and software to complete job responsibilities requiring written documents.

• Know and use standard office software platforms and electronic medical records system.
• Assist the manager and department staff by preparing documents and minutes.

Promote department goals and the mission of the Hospital.

• Communicate goals to fellow staff members.
• Demonstrate measurable goal achievement.
• Maintain department policies and procedures.
• Include requirements and guidelines from external agencies (Joint Commission, state).
• Maintain and/or communicate the function backlog to the appropriate party at a set time.
• Educate new staff regarding regulations or requirements of those functions that relate to their areas or departments, as directed.
• Demonstrate acceptance and training of student interns in the department, as directed.

Demonstrate understanding of Joint Commission and other regulatory agency compliance regulations.

• Involve self in the learning and application of standards relevant to the Intensive Outpatient Program and Partial Hospitalization Program.
• Participate in in-services/seminars and other meetings to increase involvement and awareness of regulations.
• Involve self in the education of other disciplines regarding the Intensive Outpatient regulations and Partial Hospital regulations.

Participate in Hospital committees, performance improvement team meetings and team projects, as directed.

• Demonstrate punctuality and preparedness.
• Demonstrate effective communication skills.
• Exhibit good organizational skills.
• Contribute in a positive, solution-focused manner.

Participate in the performance improvement program.

• Gain understanding of the performance improvement process.
• Apply the performance improvement model to department activities.
• Participate in performance improvement teams that lead to improvement.
• Educate and involve self in the Hospital and the department performance improvement plans.

Conduct self in a professional manner.

• Demonstrate organizational skills that promote timely response to all inquiries and to task completion.
• Communicate with all individuals in a positive and professional manner.
• Attempt to resolve individual issues with peers in a positive, calm manner, with a focus on solution.
• Communicate concerns and provide solutions for same.
• Attend outside seminars to promote professional growth.
• Demonstrate a positive and professional attitude toward all customers.
• Comply with the Hospital's policies and procedures, including Human Resources, Infection Control, Employee Health policies and programs.
• Project a professional image by wearing appropriate, professional attire.

Additional Job Description:

Education/Training Requirements:

• Eighteen (18) years of age, or older.
• High school diploma required.
• Graduate of a two-year medical billing/coding program is strongly preferred.
• Proficiency with electronic health record software is required; Cerner is preferred.
• Previous experience working in a psychiatric setting is preferred.
• Valid driver's license: will be required to have driving record approved by Rogers Memorial Hospital's insurance carrier.
• Basic knowledge of equipment utilized to perform clerical duties.
• American Heart Association Provider CPR certification is required within thirty (30) days of hire. Annual re-certification is required.
• Formal training in crisis prevention and intervention