Program Access Specialist

Overview

Bancroft is a leading service-provider for children and adults with autism, other intellectual or developmental disabilities or those in need of neurological rehabilitation.

We provide a full continuum of highly effective services — for people of all ages and every level of abilities — based on best practices and scientifically proven techniques. Our services include special education, vocational training, supported employment, structured day programs, group home and apartment programs both on-campus and in the community, short-term behavioral stabilization services for children, and in-home and outpatient rehabilitation services.

As a nonprofit organization, we are solely committed to supporting people with special needs and their families, to help make it One World. For Everyone.

The Program Access Specialist for Bancroft NeuroRehab coordinates office services such as scheduling, point of service cash collections, purchasing, records control and other administrative activities.  Interprets operating policies and procedures; exercises independent judgment in the resolution of administrative problems.

Responsibilities

• Maintains close and highly responsive relationship to daily activities of Director and Team Leaders while receiving minimal supervision.
• Assumes delegated administrative and clerical responsibilities for the outpatient program.
• Establishes and maintains effective communication to ensure compliance with policies and procedures.  
• Supports operations pertaining to overall workflows of the program to include items such as scheduling, outpatient census, admissions and discharges from the program, room scheduling, etc, as required.  Remains flexible and adaptable in work schedule and work assignments as defined by organization and department needs. 
• Maintains and operates various office equipment (computer, copier, fax, typewriter, transcriber, etc.) and follow-up on maintenance, supplies or service requests as necessary.
• Establishes and maintains various file systems such as outpatient admissions information, outpatient files, and general business files (ie., check documentation, persons served sign-in and out sheets, etc.).
• May be asked to attend scheduling meetings and provide some support on actionable items relating to outpatient and persons served scheduling, new admissions, discharges and conflict resolutions.
• Ensures client’s point of service cash is collected at the time services are rendered.  Serves as a back up to  processes cash in Chargent and Profiler applications to ensure appropriate monies are posted to the clients account.  
• Knowledge of the processes of admissions, insurance therapy attendance and authorization functions to ensure necessary front end procedures remain up to date.  
• Supports activities thoroughly and accurately complete all actions related to the Therapy Schedules on a timely basis.  Works with Director and Sr Program Access Specialist on schedule development to ensure capacity and utilization are fully optimized.
• Support the filling of cancelled or no-show appointments by helping to maintain a client reference list in order to support full optimization of the therapist time.  
• Ensures reminder calls for next day appointments are placed daily and documented.
• Support daily/weekly deadlines of scheduling clients as directed.
• Understand and document, as needed, business functions needed in SalesForce and on therapy schedule pertaining to admission, discharge, transfers and clients placed on hold.  Utilize standardized program reports to support the management of daily functions.  
• Ensures and distributes daily/weekly needed copies client demographic and insurance authorization information to clinical team members at the time the patient scheduled and prior to the client’s arrival.  
• Demonstrate individual-specific competencies to work with this population and provides age specific services and resources to persons served, their families, and staff.
• Maintain effective communication, both verbal and written, with colleagues, those served and their family members and/or guardians.
• Demonstrate core values of Compassion, Accountability, Respect, Empowerment and Safety in the performance of job responsibilities.
• Other work related duties as assigned.
• Answers telephones, screens calls, records messages, provides information, routes call to appropriate personnel, performs fax transmissions and confirmations, etc.  Places outgoing calls as necessary.
• Establishes and maintains various file systems, directs flow of information to and from files.
• Sort and distribute departmental incoming mail on a daily basis.  Prepares outgoing mail via first class, certified, priority, etc.
• Must be able to greet visitors, provide information and refer to the appropriate personnel.
• Contacts maintenance department to report unit/department maintenance and repair needs.
• Attends staff meetings to review administrative matters pertaining to the unit and may record minutes of departmental meetings.
• Projects a positive self-image of professionalism, appearance, confidentiality, courtesy, conduct, honesty, fairness, and personal integrity at all times.  
• Remains flexible and adaptable in work schedules and work assignments as defined by organizational and departmental needs. May assist and/or fill in for other front desk administrative staff with typing, filing, answering phones, etc.,as necessary.  

Qualifications

Education & Experience: 

High School diploma or equivalent required.  Minimum 18 years of age required. Two (2) to three (3) years experience in the medical  field, preferably in a medical office or outpatient facility. Experience in working with the brain injured and/or neurologic impaired individuals preferred.  

Special Skills:

A standard of excellence that demonstrates an overall concern for quality work, communications and commitment to doing what is best for the organization.  Requirements include strong writing ability (in terms of clarity, accuracy and proper use of grammar), interpersonal skills, ability to work with a diverse group of people and teamwork abilities.  Knowledge of accreditation and licensing requirements would also be helpful.  Knowledge of Microsoft Office software, particularly Word, Excel and Access.