What are the responsibilities and job description for the Administrative Office Specialist position at National Pike Health Center Inc.?
Summary
We are looking for an Administrative Office Specialist for our Dundalk location. As an Administrative Office Specialist, you will be instrumental in providing efficient administrative support during 9:30am to 6pm, Monday through Friday. This role encompasses managing customer inquiries, utilizing Microsoft Office and EMR systems, and ensuring smooth office operations. Your core skills in clerical tasks and customer service will be essential, while your proficiency in relevant tools like data entry and calendar management will enhance productivity. Join our team to contribute to a well-organized and responsive administrative environment that prioritizes exceptional service and operational excellence.
Requirements:
Highschool Diploma/GED, Proficient with Microsoft Office Suite, 2 years of experience Customer Service Oriented, Experience with Electronic Medical Records (preferred) Technology Savvy, Friendly, Quick Learner.
Responsibilities:
1. Informs therapists of OMS/ITP and Diagnostic due dates and put those Value Options and Insync Health Care Solutions
2 Track treatment plans to ensure there are active plans (including clients/guardian signatures) for all clients before being seen for services and billing.
3. Send out denial letter in collaboration with the Clinical Director with at least 3 options if a higher level of care is needed.
4. Ensure annual diagnostic evaluations, psychiatric evaluation, concurrent ITPS, Consents reviews are updated to meet COMAR time frame.
5. Call and email therapists if there is a problem.
6. Case load assignment in collaboration with the Clinical Director.
7. Takes staff meeting notes on an as requested basis.
8. Manage petty cash for office supplies, gas, and snacks.
9. Keep the administrative staff informed of repairs needed for the office and transportation.
10. Provides coverage with the office assistant is on lunch break.
11. Attend administrative meetings at the main office once a month.
12. Supervise the transportation staff and the office assistant.
13. Updates client’s information.
14. Make sure the EVS clients are eligible and that Medicaid is their primary insurance.
15. Confirms doctor appointment and therapist’s appointments the day before the appointments and on the day of the appointment.
16. Answers all incoming calls in the prompt manner.
17. Turns on/off phone to day and night mode respectively and check voicemail for messages.
18. Send out faxes and address incoming faxes.
19. Make transportation schedule.
20. Files client’ information.
21. Ensures that there is adequate supply of prescription pads for available for the psychiatrist.
22. Photocopy client prescriptions and file appropriately in the client records.
23. Checks the bathroom to ensure there is adequate supply of soap, toilet paper, and paper towel.
24. Checks copy machines, and printer to make sure there is enough supply of printing paper.
25. Check faxes and forward them to appropriate staff.
26. Schedule diagnostic evaluations and made sure that they have record of when the diagnostic is schedule and if it’s missed or not as well as rescheduled if needed.
27. Schedules client’s annual diagnostic and psychiatric evaluations.
28. Sends medical requests to school, primary care and other mental health institutions.
29. Documents all contacts made, especially voicemail.
30. Makes sure that all copies are made for documents that are low.
32. Maintains a no show list.
33. Supervise the client’s in the lobby.
34. Brings snacks out for clients.
35. Completes other duties as assigned.
Intake Duties
1. Obtain and track all authorizations (initial 2 units and 75 units) for all clients before they are seen for services
2. Updates client’s authorizations in Valant on a regular basis.
3. Creates client binders with the enrollment # on binder spine.
4. Audit binder using intake checklist to ensure compliance with JCHAO standard.
5. Puts information in client’s information in Valant.
6. Sends out acceptance letters and therapist’s introduction letters.
7. Employee take referrals: Create potential client folder, and verify MA numbers, date of birth, and Social Security number.
8. Create intake/diagnostic packet-evaluation itself, OMS, Advanced Directive (Adults only) ASI lite (adults) or CRAFT (KIDS) PRP alert, emergency contact, PRP Referral, determination of eligibility and ensure that they are signed by patient or the legal guardian.
9. Calls and asks clients to close open authorizations if applicable and confirm open authorizations within a reasonable period (with weekly reminders-3 weeks or so) send letter.
10. Send letter of collaboration to the consumers’ primary physicians and request for medical records and file proof of collaboration in the clients’ charts.
11. Update clients’ consents for release of information annually.
12. Check clients’ authorizations in Value Options a day before the appointment.
Job Type: Full-time
Pay: $22.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
Salary : $22
