Job Title: Front Desk / Medical Records / Intake

Department: Support Staff

Location: El Paso / Horizon Clinic

Supervisor: Front Desk Supervisor

FLSA Type: Non-Exempt (according to functions and responsibilities as prescribed by Federal Labor Standards

Act)

Purpose

La Familia del Paso is looking for a professional Front Desk staff to oversee all receptionist and secretarial duties at several of our front desk locations. incumbent will perform a range of duties including answering phone calls, transferring calls to the appropriate personnel or department, and maintaining the front desk organized and clean.

The central goal will be to provide our consumers, their families and all other visitors with outstanding customer service and support. As the ‘face’ of our company, the successful candidate will be presentable and friendly, with outstanding people’s skills. Candidate must have a talent for multi-tasking, with excellent communication and organizational skills.

Qualifications:

• High School diploma
• One (1) year experience in the Mental Health field preferred
• One (1) year experience in mental health authorizations with Managed Care Organizations (MCO) preferred
• High organizational skills
• Medical records experience (training available if necessary)
• Excellent oral and writing skills
• Bilingual (English/Spanish) preferred

Essential Duties and Responsibilities:

• All staff in this position will be required to rotate to: o Cliff adult clinic o Cliff children’s clinic o EP Noble o Horizon o Unless otherwise instructed.
• Reliable transportation is preferred
• Field incoming phone calls and transfer them to the proper extension
• Provide information about the services we provide
• No-shows; reschedule with new appointment
• Work directly in covering any needs rehab workers have (ex: make copies of any and all paperwork rehabs request)
• Intake: o Ensure all paperwork is ready and upload into EHR including:

▪ Intake Form▪ Medical records▪ ID▪ SS card▪ Proof of insurance▪ Release of Information o Set up, reschedule, or cancel appointment in EHR as needed o Verify all insurance coverage through TMHP and insurance portal upon initial intake and on a monthly basis o Request records from previous provider o Request authorizations for certain insurance holders after receiving assessment o Follow up with insurance companies after 3 days of an authorization request if there has been no response/approval. o Update insurance or demographic information in EHR o Assist with Medicaid questions and processes as needed o Weekly email to pertinent parties of all new intake appointments including▪ Date of appointment▪ Name▪ Adult/Child▪ Insurance Provider▪ Appointment Location o Weekly email to pertinent parties of all non-billable consumers due to▪ No assessment▪ No treatment plan o Update excel files for:▪ New intakes

• Date of appointmentName and Consumer ID
• Date of completed assessment and psych eval
• Level of care
• Date of completed treatment plan

▪ Non-Billable

• Designated by adult or child
• Date of lapsed assessment
• Date of lapsed treatment plan

▪ Authorizations

• Start date of authorization
• Name and Consumer ID
• Date range of assessment
• End date of authorization

▪ Discharge/Closure

• Date of discharge
• Name and Consumer ID
• Date to close date in EHR
• Reason for discharge/closure
• Work with adult and children rehab directors and/or rehab leads to cover any needs they may have regarding consumers
• Accommodate requests made by the providers to the best of my ability
• Check consumers in o Greet them o Make sure they sign-in

o Make any updates if needed to
▪ Phone number
▪ Address
▪ Insurance o Pull patient chart o Give chart to MA

• Check consumers out o Set up follow-up appointment o Give patient appointment card o Print out the medical progress note
• Close out at the end of the day o During the last half hour of the day double check to make sure:

▪ All paperwork has been faxed if records were requested
▪ All paperwork has been uploaded to EHR
▪ Assigned records have been filed into charts
▪ Charts are put away in an orderly fashion
▪ Disinfect work station

• For the following day call clients to remind them of their appointment in the morning and afternoon (if they did not answer in the morning) and make a notation: o If a voicemail was left o If they answered o If they have a copayment (and what amount)
• Notify rehabs if their client has missed their appointment
• Prepare charts for clinic days
• Create charts for new and existing clients
• Maintain a list of active and inactive clients
• Maintain a list of all suspended clients
• Maintain a list of all GR clients
• Obtain forms in order to release records
• Share pertinent records with other La Familia Del Paso sites
• Ensure all records are up to date at all sites
• File all paperwork produced within the company pertaining to each client
• Send records to outside agencies when they have been properly requested
• Obtain records for consumers who have been hospitalized
• Other duties as assigned

Position Type/Expected Hours

Full-time hourly position; 35-40 hours per week

Hours of work: Monday-Friday 8:00am – 8:00pm; Saturday 8:00am – 3:00pm as scheduled

Supervisory Responsibilities

This job does not have supervisory responsibilities.

Language Skills

Ability to speak, read, write, analyze, and interpret written documents in the English and Spanish language.

Ability to effectively present information in both written and spoken English and Spanish.

Computer Skills

• Knowledge of Microsoft Office products (i.e. Word and Excel)
• Typing and email
• Ability to learn and use institutional software systems

Training

• CPI
• First Aid & CPR
• any other La Familia Del Paso required trainings

Physical Demands

While performing the duties of this job, the employee is frequently required to sit. The employee is frequently required to stand. The employee must occasionally lift and/or move up to 10 pounds

Work Environment

This environment varies depending on events and meetings.

The work environment/physical demands characteristics described here are representative of those and employee encounters while performing the essential functions this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Other

Ensures clients’ rights are upheld. Maintains client and staff confidentiality according to Agency policies and procedures; state law; and federal regulation to include Confidentiality on Alcohol and Drug Abuse Patients

Records, 42 C.F.R. Part 2 and Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), 45 C.F.R.

Parts 160 and 164.

Complies with all Agency security standards, including procedures and electronic equipment/devices.

Employee Signature ________________________________________ Date________________________

Job Type: Full-time

Pay: $9.00 - $11.00 per hour

Benefits:

• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Experience:

• Clerical: 1 year (Preferred)
• Medical records: 1 year (Preferred)
• Insurance Verification: 1 year (Preferred)
• Authorization: 1 year (Preferred)

Language:

• English and Spanish (Preferred)

License/Certification:

• drivers license (Preferred)
• automobile insurance (Preferred)

Work Location: In person