Overview

TITLE: Medical Office Intake Clerk

Civil Service Title: Clerk 1

CONTACTS: Clients, Center Staff and Community

Responsibilities

MAIN FUNCTIONS:

The Medical Office Intake Clerk will provide administrative support to The Otlowski Center. Primary functions include, but are not limited to, answering phones, taking messages, making appointment reminder calls, contacting clients, completing registration paperwork, processing payments, coordinating interpreters when needed, greeting patients, checking them in, and other medical office paperwork. This position will be cross trained to complete all general office functions for the front desk and intake/registration.

SUMMARY OF DUTIES:

• Appointment Scheduling: Schedules appointments for clients as determined by the prescriber and, when applicable with assistance from the program Directors, in compliance with rules and regulations set forth by the Division of Mental Health and Addiction Services and Medicaid.
• Intake/Registration: Contact new clients to complete all registration paperwork. Obtain insurance information for verification, verify and update client income for enrollment into self-pay or NJMHAPP insurance. Collect documents and update files. Issue monthly client statements, process card payments for outstanding balances, process grant checks for deposit.
• Scanning/faxing: Scan and attach appropriate documents to electronic health records, including but not limited to copies of incoming correspondence, outgoing correspondence to other agencies and clients, releases of information when handwritten, medical records received from other agencies, etc.
• Telephone Duties: Take messages for staff when they are otherwise occupied or out of the office, cancel appointments for prescribers when they are not in.
• Miscellaneous Duties: Obtain supplies, maintain bulletin boards with current information regarding memos, group schedules, client resources, processing and distributing mail etc. Completes any other tasks relevant to the Center or their role as determined by their direct supervisor.

TEAMWORK AND COLLABORATION:

• Actively supports the Center’s organizational structure, mission, vision and values in meeting goals and objectives.
• Responds to clients’ administrative needs and questions promptly and with compassion and understanding.
• Is a team player and has a cooperative and harmonious disposition with internal and external stakeholders.
• Able to effectively collaborate and communicate upward, downward and laterally in order to provide a seamless continuum of care and promote a harmonious work environment conducive to quality.
• Demonstrated ability to work respectfully with clients.

Qualifications

MINIMUM QUALIFICATIONS:

Education: High School diploma. College degree preferred.

Experience: Prior administrative experience in a medical setting desired.

Language: Read, write, understand, and communicate in English. Fluency in other languages a plus.