Lead Secretary III, Child and Adolescent Behavioral Health

POSITION SUMMARY:

This position reports to the Administrative Manager for Adult Ambulatory BH. Works collaboratively with the Administrative Manager, Medical Director, Clinical Coordinator, the Director of Adolescent Education, and Assistant Director/Director of Ambulatory Behavioral Health. This position serves as an administrative liaison between administrative office staff and the Administrative Manager. This role is essential for ensuring the smooth operations of administrative functions and supporting the leadership team effectively. Performs a variety of administrative and receptionist duties for the Child and Adolescent Services including word processing, filing, record-keeping, answering telephones and scheduling appointments, performance of payer information, insurance verification, managed care authorizations and medical records. Performs a variety of administrative and receptionist duties for the Clinical Day School Report Cards, Progress Reports, Service Agreements, OOR Billing for Clinical Programs, School Census and Attendance. Coordinates scheduling and room use. Compiles statistical data and prepares reports. Processes electronic billing. Contributes to creating a caring compassionate environment through ECHN’s Core Values of Teamwork, Communication, Respect and Caring.

EDUCATION/CERTIFICATION:

• Must have a High School Diploma or GED equivalency.

EXPERIENCE:

• Minimum of 2 years experience in an administrative support role and have demonstrated excellent organizational skills.

COMPETENCIES:

• This position requires mature judgment, the ability to manage multiple and simultaneous tasks and comfort in working with clients of all ages who have psychiatric disorders in an often emotionally charged environment.

• Excellent interpersonal skills and demonstrated competence utilizing Windows based personal computer programs such as Word, Excel and Outlook. Must be proficient in Access.

• Excellent verbal and written communication skills to effectively interface with and be responsive to patients, family and staff.

• Must have strong teamwork orientation and be flexible.

ESSENTIAL DUTIES and RESPONSIBILITIES:

Disclaimer: Job descriptions are not intended, nor should they be construed to be, exhaustive lists of all responsibilities, skills, efforts or working conditions associated with the job. They are intended to be accurate reflections of the principal duties and responsibilities of this position. These responsibilities and competencies listed below may change from time to time.

1. Promotes effective and efficient operation of daily activities, such as opening and closing the main office, distributing mail, copying, faxing, filing, dispatching messages to appropriate clinical staff and other work flow operations for all services, as evidenced by successful completion of tasks, staff feedback and customer satisfaction.

2. Maintains schedules and/or appointments for outpatient MDs and clinicians, scheduling appropriate patients in accordance with functions of the MD or clinician and ensuring efficient utilization of staff time, as evidenced by productivity reports, staff and customer feedback and supervisor observation.

3. Monitors the condition of office copiers, faxes and computers and maintains specified level of departmental inventory supplies to allow staff to complete assigned responsibilities, as evidenced by staff feedback and supervisor observation.

4. Creates, maintains and organizes patient/client active and inactive medical record, ensuring record is completed and ensuring the safe handling of confidential information and expeditious retrieval of information, as evidenced by staff feedback, chart review, regulatory reviews and supervisor observation.

5. Is courteous and efficient in providing general clerical support functions to ensure efficient utilization of time and efficient office operations, as evidenced by staff feedback and supervisor observation.

6. Accurately enters charges within required time frames, as evidenced by location reports, denial reports, late charge reports and supervisor observation.

7. Coordinates and maintains log for all medical record requests and processes information within the required timeframe, ensuring proper release has been completed and following established policies and protocols, as evidenced by customer feedback and supervisor observation.

8. Provides support to Mental Health Counselors in accurately communicating information relating to transportation of clients and responding to phone calls from drivers and cabs, as evidenced by patient attendance records and charges, staff and customer feedback and supervisor observation.

9. Demonstrates the ability to effectively facilitate the intake process, recording necessary financial and clinical information, properly entering all appropriate information into the database system and appropriately communicating information per program policy and protocol, as evidenced by staff feedback and supervisor observation.

10. Actively seeks up-to-date insurance information by inquiring upon admission, calling insurance companies for verifications and/or authorizations and appropriately updating database system as evidenced by denial reports.

11. Demonstrates proficiency in computer and typing skills specific to needs of the department, as evidenced by proficient and accurate completion of tasks.

12. Demonstrates ability to adjust to changes in work/role responsibilities as needed by Behavioral Health Services to assist in adapting to the changes in the health care environment and managed care, as evidenced by staff feedback and supervisor observations.

13. Consistently prepares and thoroughly updates daily encounter/census sheets for appropriate service and posts for clinical staff use. Processes all charges utilizing appropriate hospital approved system in an accurate and expeditious manner, as evidenced by reconciliation.

14. Requests patient insurance co-pays upon arrival for appointments and processes and verifies transactions daily, as evidenced by reconciliation and accuracy of all required information.

15. Performs and expedites all clerical work i.e. Report Cards, Progress Reports, Service Agreements, OOR Billing for Clinical Programs, School Census and Attendance for departments within requested timeframes, as evidenced by customer feedback and supervisor observation.

16. Serve as an administrative liaison between Administrative Manager and Office Staff to ensure smooth workflow and coverage as needed to support appropriate service functions as evidenced by supervisor observation.

17. Coordinating workflow and training within the department.