Registration Clerk (Secretary III) - Crisis

Registration Clerk (Secretary III) - Crisis This position is located at our Crisis Center located in Dothan, AL Schedule: Week 1: Tuesday, Wednesday, Saturday, Sunday (07:00 am-7:30pm) Week 2: Monday, Thursday, Friday (07:00 am-7:30 pm) POSITION SUMMARY/FUNCTION Assist incoming consumers with services needed and/or requested for Crisis Services. Responsible for billing of crisis services as required by SpectraCare Personnel Policy, SpectraCare Clinical Policy, including but not limited to Alabama Administrative Code, CMS, and all other applicable regulating and contractual entities. Assist therapeutic staff with daily tasks to ensure consumer needs are met. Ensure the program complies with all necessary standards, policies, and protocols. Secretary III is primarily responsible for all administrative duties for the facility. Some travel may be required. ESSENTIAL DUTIES/RESPONSIBLITIES/FUNCTIONS/TASKS:

1. Admission Responsibilities:

1. Ensures all releases are obtained and scanned into EMR.
2. Accurately populates all fields as related to the admission process as related to the patients insurance and guarantor rankings,
3. Researches all patients that present with no insurance through Medicaid / Medicare eligibility sites . Also research other sites.
4. Promptly responds to all finance and accounting requests to ensure prompt reimbursement.
5. Reviews documentation for any improper corrections, missing signatures, dates, times, etc and monitors for completeness.

2. Maintain Clinical Record A. Scan and import any incoming or collected materials in EMR chart that was requested in accordance with established procedures. (ex. Proof of income, insurance cards, records, etc.) B. Verify Medicaid/ Medicare/ Insurance monthly, and/or additional authorizations to include annual roll over of MI pre-auth. C. Will be responsible for coordinating and/or completing program admissions and/or discharges for billing. D . Activate insurance reimbursements when changes occur. E . Set up staffing maintenance dates in computer to include program admissions for all active consumers to include those receiving Medicaid. F . Activate consumers in EMR. G . Perform administrative review of clinical chart in order to facilitate staffing every three (3) months or six (6) months; based on reimbursement source. H . Ensure all clerical forms are updated and completed accurately within the time allowed. I . Ensure billing adjustments are completed; when needed and/or requested. J . Produce service logs for any services proven as rendered but not billed. K . Request any missing clinical information pertaining to the clinical record. L . Complete actions needed in order to conduct program transfers and terminations. M. Responsible for completing insurance verification on patients. N. Generating / maintaining reports for various areas of the crisis program through EMR systems and other programs. O . Make corrections in accordance with Quality Assurance. 3. Provide Therapeutic Support Service A. Maintain daily, intake, and emergency assessment appointments for therapist. B. Notify therapeutic staff of consumer arrival, ensuring consumer signature on daily sign in sheet. C. Maintain staffing schedule; ensuring cases are staffed within allotted time frame; to include production of staffing log for LPC signature. D. Receive and deliver phone messages accurately and timely. 4. Provide Psychiatric MD Staff Support Service A. Maintain physician appointments (where required). B. Maintain nursing appointments for facility injections (where required). C. Collect all monies due for physician/nurse services at time of service. D. Ensure consumer receives medication information sheets and obtain signature of receipt of said documents. E. Establish PAP services for all eligible consumers; ensuring all signatures obtained by consumer and physician. To include acceptance to program, ordering of medication, and keeping current with program. 5. Provide other administrative service. A. Maintain adequate program supplies, ensuring supplies ordered only as needed and costs remain within budget guidelines. B. Maintain petty cash and/or other monetary funds; ensuring accurate documentation of transactions while upholding company financial policy. C. Ensure billing documents are accurate and entered daily. D. Maintain monthly and quarterly fire drill/severe weather records. 6. Performs other duties including but not limited to: A. Treat clients with respect and courtesy at all times. B. Perform typing duties and any necessary documentation ensuring work is completed in a timely manner with minimal errors and in compliance with applicable guidelines and policies. C. Receive and respond to inquiries promptly and courteously. D. Meet with supervisor as established. E. Follow guidelines of SpectraCare Personnel Policy, SpectraCare Clinical Policy, including but not limited to the Alabama Administrative Code, CMS, and all other applicable regulating and contractual entities. F. Participate in trainings, workshops, in-services, and/or administrative meetings as assigned. G. Ensure any necessary documentation is completed and up to date before annual leave or personal leave is taken. H. Provide all support staff duties for absent secretaries in other programs where needed and requested by supervisor. I. Adhere to Dress Code as set forth in the SpectraCare policies and procedures J. Conforms to SpectraCares Core Values as duties are carried out daily. K. Performs duties independently and/or with minimal supervision. L . Works in a cooperative manner with other SpectraCare employees, individuals, and/or family members. M . Perform all duties with the highest standard of ethics. N . Functions within professional boundaries with individuals and others. O . Works well with other staff and individuals to ensure safety of program, individuals and other staff. P . Functions and performs well in stressful environments and manages work related stress to ensure individual safety. Q . Applies seclusion, protective holds and/or restraint per SpectraCare policy and procedures. R . Documents crises, protective holds, seclusions and restraints. S . Participates in beginning/end of shift unit reporting. T . Demonstrates willingness to work on any unit / program at SpectraCare based on facility needs as directed. U . Other services, tasks, functions, and responsibilities deemed necessary; not otherwise specified. 6. Regular attendance with timely arrival and departure according to scheduled hours. All absences must be reported to Director in a timely manner.

1. Must be able to work full time with rotating assignments as necessary to include but not limited to overtime hours, nights, and/or weekends as scheduled.

1. To ensure client/employee safety while on duty, must remain awake during scheduled working hours .

NON-ESSENTIAL DUTIES/RESPONSIBLITIES/FUNCTIONS/TASKS:

• Attend all required job-related/system training.

• Assist in other areas as needed.

• Assumes other related duties as assigned.

• Conforms to Systems policies and procedures.

ESSENTIAL QUALIFICATIONS/KNOWLEDGE/SKILLS/ ABILITIES:

• Knowledge of mental illness, substance use, developmental disabilities, and/or autism spectrum disorder

• Ability to have patience and emotional stability.

• Ability to respond professionally in a crisis situation; having knowledge and understanding of crisis intervention techniques.

• Ability to perform a wide variety of job tasks.

• Knowledge of business English, spelling and arithmetic.

• Knowledge of office practices and procedures.

• Ability to maintain a basic bookkeeping system.

• Ability to work computer, fax machine, copy machine, and other office equipment.

• Ability to read instruction manuals printed in English.

• Ability to understand and follow moderately complex oral and written instructions.

• Ability to perform a wide variety of job tasks, in a safe manner without endangering any employee, client, or asset.

• Ability to follow through with detailed assignments with minimal supervision.

• Ability to follow orders and directives and work with supervisor and other staff.

• Ability to adhere to SpectraCare policy, HIPAA laws, and 42 CFR regarding confidentiality.

• Ability to stay awake during working shift.

• Ability to adhere to health and safety standards.

• Ability to adapt to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.

• Ability to establish effective working relationships with other staff, Program Director and all levels of organizational staff.

• Able to work in a fast pace environment.

• Ability to function and perform well in stressful environments and manage work related stress to ensure safety of those in the unit.

• Ability to travel as necessary.

• Basic knowledge of individuals rights.

• Ability to adapt to conditions which may vary considerably.

• Ability to function within professional boundaries with patients and others.

• Ability to demonstrate initiative.

• Ability to communicate effectively with seriously mental ill / substance use individuals and staff, both written and oral.

TRAINING REQUIREMENTS:

• Complete initial new hire training.

• Complete required on the job training (OJT) training by the department.

• Complete annual training as required by the Alabama Administrative Code, CMS, and all other applicable regulating and contractual entities.

WORK ENVIORNMENT / PHYSICAL REQUIREMENTS

• There is an occasional need to maintain back extension while being on stomach with ones own body weight on hips and legs. This position is maintained for several minutes.

• Occasionally, be able to put ones own body weight on one knee and one elbow on the same side of ones body.

• Occasionally, be able to kneel and reach to same side toward the floor.

• Strong grasp is needed to open doors throughout the facility, and to maintain constant contact with an individual during a restrain procedure or with other hold techniques.

• There are times that require the employee to be able to ambulate as quickly as possible to assist coworkers with an individual in a restraint procedure.

• Must be able to travel to system facilities and/or other locations/outings with exposure to changing weather conditions.

• Work location is primarily in a temperature-controlled setting with extended periods of sitting at a desk with associated repetitive motions. Must understand and practice good ergonomic movements to avoid injuries.

• Physical ability to correctly lift and/or move up to twenty (20) pounds on an infrequent basis.

• Required to talk to or hear staff, individuals, and/or others.

• Required to stand, walk, sit, bend, twist, lunge, squat and/or reach frequently.

• Forward reaching, reaching out to front and/or overhead reaching may occur frequently during shift.

• Employee may be exposed to one or more of the following: disagreeable odors, chemicals such as disinfectants, cleansers, soaps, etc; latex, plastic and other materials used for personal protective equipment; noise and distractions; unpleasant sights; unpredictable behaviors; body fluids; contagious diseases; and/or wet floors.

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. REQUIRED QUALIFICATIONS/EDUCATION/EXPERIENCE:

• High School Diploma or GED required.

• Valid Driver's license and good MVR.

• Typing skills of 35-50 wpm

• One year experience in medical office environment with experience using Microsoft Word, Excel and Outlook.

• Experience working with computers and Microsoft programs.

PREFERRED QUALIFICATIONS/EDUCATION/EXPERIENCE:

• Preferred successful completion of courses in business office practice and typing preferred or at least one year work experience in a medical administrative role, completing insurance billing and verifications.

• Prefer typing skills of 65 or more wpm