Job Description

General Summary

Under direct supervision, performs administrative functions to support the clinical program. This includes Front Desk duties, other unique EPIC related duties, financial related duties, and operations related duties.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. These are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

Front Desk Registration

• Greets clients and visitors.
• Follows EPIC procedures to arrive clients per program process.
• Informs clinical staff of client’s arrival or directs client to group or class.
• Monitors activities in the waiting area.
• Check out clients as they leave.
• Insures that arrived clients are seen, and Front Desk process completed.
• Identifies those clients as “no show” when applicable.

EPIC Duties

• Collects accurate demographic information for complete registration.
• Collects accurate insurance information.
• Verifies insurance and eligibility information.
• Scans client insurance cards, driver’s license and any other necessary identification.
• Schedule, cancels and reschedules appointments.
• Pre-schedules and Walk-in appointments as per program.
• Completes MSPQ (Medicare) Questionnaire as appropriate.
• Assigns a HAR as appropriate.
• Access Beacon Health Options for authorization information and enter authorization information into system.
• Compiles authorization reports for staff and Program leadership.
• Trouble-shoots and problem-solves with Beacon regarding issues and communicate with Program leadership.
• Run daily EPIC reports as defined by the Program.
• Responsible for maintaining Work Queues as assigned including Accounts without Charges Work Queue.
• Creates and changes template and blocks schedules per program.

Communication Duties

• Acts as receptionist utilizing multi-line phone system responding to internal and external phone calls.
• Takes complete messages and routes them in a timely manner to the appropriate person.
• Able to provide accurate information using excellent customer service communication skills.
• Uses overhead paging when appropriate and makes emergency calls/paging when needed.
• Able to set up voice mail for phone system.
• Timely communicates with billing team to resolve identified problems or issues.

Clerical Duties

• Performs routine clerical duties such as photocopying, filing, maintaining various records and logs per Program.
• Receives and processes Incoming and Outgoing mail as per program.
• Operates routine office equipment including copier, fax machine, printers and scanners.
• Maintains In/Out Board so that whereabouts of staff is known.
• Maintains a neat and orderly front desk space.

Operations Duties

• Makes first attempt to fix or identify IT related issue when staff have problems with PCs or printers. Submits tickets to PSYCH IS.
• Orders supplies as per program.
• Maintains inventory of supplies using Par levels and provide excel reports.

Reconcile delivery of supplies with orders.

• Requests service when needed for equipment.
• Contacts “Open Spaces” for removal of broken or obsolete equipment.
• Prepares Lab Request Forms; Checks specimen refrigerator and sends specimens for pick-up.
• Follows up with missed labs as per Program.
• For Programs with Fleet Vehicles:
• Helps manage fleet vehicles including car books and keys as per Program.
• Requests online MVA driving record reports annually and organizes information for MMCIP submission.
• For HCU Program:
• Assists Business Manager and RRP Program Manager in managing binders for information related to housing such as leases, insurance, fire certificates, lead certificates, etc.
• Works with Business Manager on AP, vendor and landlord related functions.

Finance Duties

• When applicable, receives billing service tickets from clinicians and lock-box; reviews for completeness, signatures and time stamp.
• Organizes service tickets per program and sends to billing office timely as per schedule.
• Data entry per program for other tracking purposes and runs reports when appropriate.
• Provides Representative Payee support when applicable. Files SSA related documents; files copies of checks, receipts and other patient financial records. Scans information per program.
• Files documents in paper files as per program. Upon discharge, prepares any old paper charts to send to Iron Mountain.
• Process disability requests per program including completing log and sending to HIM.
• Complete Weekly Reconciliation Process as defined by Program. Work with clinic staff and managers to resolve problems.
• With appropriate approval and oversight dispenses petty cash and maintains receipt documentation per Program. Performs other duties related to petty cash as directed.

Qualifications

Education and Experience

• High School Diploma or equivalent (GED) is required.
• Four years of general clerical and/or administrative experience is preferred.
• At least two years of experience in a healthcare setting is required.
• Knowledge of health insurance including Medical Assistance and Medicare is preferred.
• Proficiency with registration and scheduling software is required.

Knowledge, Skills and Abilities

• PC literate with proficiency in Microsoft Office Suite and Internet.
• ntermediate typing and data entry skills are required.
• Ability to learn software programs.
• Ability to operate standard business machines such as copier, printers and scanners.
• Highly effective verbal, written and interpersonal skills to communicate effectively with clinical staff, colleagues and patients to establish working relationships that foster quality customer service.
• Ability to work independently utilizing effective time management skills and prioritization of work.Ability to maintain confidentiality, work under pressure, handle multiple tasks and meet related deadlines.
• Ability to establishes and maintain courteous and effective relationships and demonstrate sensitivity and awareness of customer needs; when dealing with patients/visitors, co-workers and healthcare staff.

Patient Safety

Ensures client safety in the performance of job functions and through participation in UMMC, department, division and program safety initiatives.

• Takes action to correct observed risks to client safety.
• Reports adverse events and near misses to appropriate management authority.
• Identifies possible risks in processes, procedures, devices and communicates the same to those in charge.

Additional Information

All your information will be kept confidential according to EEO guidelines.

Compensation

• Pay Range: $20.39-$23.69
• Other Compensation (if applicable): eligible for shift differential
• Review the 2024-2025 UMMS Benefits Guide