Administrative Assistant II (OMHC - Westminster)
Job description
General Summary:
Primary responsibilities include: (1) Receive clinic clients; collect client co-payments; receive and route telephone calls; (2) Schedule client follow-up appointments; (3) Maintain client medical records in good order; file client information; process client and other administrative paperwork; (4) Assist with maintenance of OMHC electronic health records; (5) Maintain clinic facilities for optimal and secure functioning; (6) Support medical staff with receipt, logging, and distribution of faxes, medical refill, pre-authorization requests, and delivered medications; and (7) Provide backup assistance to Intake and other administrative staff as warranted; (8) Complete insurance authorizations and eligibility checks.
Principal Responsibilities and Duties:
- Monitor and route OMHC and/or substance use program voicemail messages
- Schedule appointments for clients and staff
- Manage the administrative information flow in the EHR
- Check client eligibility status to verify insurance coverage
- Check and verify current ITPs
- Apply for concurrent insurance authorizations
- Log and distribute incoming and outgoing faxes
- Request, log, and secure client co-payments
- Receive, respond and/or route incoming phone calls
- Print provider schedules and billing sheets
- Make appointment reminder calls
- Inventory, order, and maintain office supplies
- Respond to all requests from providers, clients and other staff in a professional manner
- Communicate critical information to staff in a timely manner
- File all notes and papers in client charts
- Collaborate with clinic directors on discharges and send 30 day letters to clients.
- Close charts in multiple electronic data systems
- Collaborate with psychiatric/addiction provider(s) to process prescription refills and prior authorization
- May conduct registration and obtain all documents required to register as a client of the OMHC and addiction services.
- Receive, log, and secure all delivered medications and handle client specimens as needed.
- All other duties as assigned to ensure successful operation of OMHC and/or addictions services
Knowledge, Skills, and Abilities Required:
- High school diploma is required. An Associates Degree in business administration or related field is preferred.
- Prior experience in a health care setting is preferred, but not required.
- Commitment to excellent customer service for clients and staff
- Work requires 1-2 years of progressively more responsible administrative experience
- Previous experience and aptitude with computer systems and data software such as an Electronic Health Record and the ability to maintain and protect client confidentiality and privacy is essential.
- Demonstrated attention to detail and ability to work quickly and efficiently
- Ability to multi-task in a high volume, extremely fast-paced health care business environment. Demonstrated willingness to take on varied responsibilities and work as part of a team to ensure the overall success of the Clinic. Excellent interpersonal skills and a sense of humor is a plus.
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