Administrative Specialist (Intake Liaison)

Administrative Specialist (Intake Liaison)

Summary:

The primary purpose of this position is to act as the administrative point of contact for the Agency. This position is the first point of contact for all visitors to the Agency. This position holds a significant impact and responsibility to the business. This role shall also provide intake services, which will include processing all patient referrals and entering appropriate information with the Agencys systems.

Essential Duties and Responsibilities:

The essential duties and responsibilities of the position include, but are not limited to:

• Office management of general business operations.
• Receives and directs incoming phone calls.
• Addresses calls from nurses in the field, facilities, and from physicians offices looking to provide information to the Agency.
• Attaches labs and other information to patient charts and forward the same to physician offices.
• Review all incoming faxes (i.e. signed orders from doctors, orders for labs, x-rays, etc)
• Attaches applicable orders to patient charts.
• Reviews and coordinates referrals that come through via fax.
• Communicates with physician offices, as necessary.
• Purchases and maintains office inventory and supplies, as requested.
• Coordinate and initiate timely communication amongst staff and patients, as needed.
• Responsible for entering and managing, as applicable, all referrals made to the Agency, which includes but is not limited to:
  • Checks all referrals being sent in by phone, fax, email, applicable insurance provider portal or from other staff members.
  • Assesses all incoming referrals and establishes needs and insurance.
  • Provides verification of all insurances.
  • Alerts all parties of insurance information.
  • Enters patient data into electronic health record system.
  • Scans all necessary attachments into the applicable systems.
  • Reaches out to referral sources to collect missing data.
  • Receives and coordinates patient referrals to ensure timely initiation of services.
  • Verifies all patient insurance information and coverage and relays information to billing staff to ensure proper and timely billing for services.
  • Communicates with Branch Director any information received from physician, patient or employees about the patients care or needs.
• Attend trainings and other agency related information sessions as required.
• Look for and share, with mangers, supervisors and/or Agency leadership, ideas for improvement in the organization.
• Follow established policies and procedures.
• Communicate to leadership upon witnessing positive outcomes generally and including as part of a QAPI project or detecting barriers preventing project success.
• Support QAPI efforts both verbally and non-verbally (i.e., via actions and attitude), including adjusting performance and practice in accordance with QAPI initiatives and findings.
• At all times, maintain strict confidentiality regarding all patient information
• Performs other duties as needed and assigned.

Education, Certification(s), and/or License(s) Required:

• Minimum of a high school diploma or GED required.
• Preferably two years of experience in healthcare related office administration.

Other Preferred Prerequisites to the Position:

• Two (2) or more years of medical terminology experience, and experience with web-based software.
• Knowledge of Microsoft Office 365, Agencys Electronic Medical Records System, as well as various patient, hospital and insurance portals.