Registration Clerk (Secretary III) - Crisis

Assist incoming consumers with services needed and/or requested for Crisis Services. Responsible for billing of crisis services as required by SpectraCare Personnel Policy, SpectraCare Clinical Policy, including but not limited to Alabama Administrative Code, CMS, and all other applicable regulating and contractual entities. Assist therapeutic staff with daily tasks to ensure consumer needs are met. Ensure the program complies with all necessary standards, policies, and protocols. Secretary III is primarily responsible for all administrative duties for the facility. Some travel may be required.

2. Maintain Clinical Record

A. Scan and import any incoming or collected materials in EMR chart that was requested in accordance with established procedures. (ex. Proof of income, insurance cards, records, etc.)

B. Verify Medicaid/ Medicare/ Insurance monthly, and/or additional authorizations to include annual roll over of MI pre-auth.

C. Will be responsible for coordinating and/or completing program admissions and/or discharges for billing.

D. Activate insurance reimbursements when changes occur.

E. Set up staffing maintenance dates in computer to include program admissions for all active consumers to include those receiving Medicaid.

F. Activate consumers in EMR.

G. Perform administrative review of clinical chart in order to facilitate staffing every three (3) months or six (6) months; based on reimbursement source.

H. Ensure all clerical forms are updated and completed accurately within the time allowed.

I. Ensure billing adjustments are completed; when needed and/or requested.

J. Produce service logs for any services proven as rendered but not billed.

K. Request any missing clinical information pertaining to the clinical record.

L. Complete actions needed in order to conduct program transfers and terminations.

M. Responsible for completing insurance verification on patients.

N. Generating / maintaining reports for various areas of the crisis program through EMR systems

and other programs.

O. Make corrections in accordance with Quality Assurance.

3. Provide Therapeutic Support Service

A. Maintain daily, intake, and emergency assessment appointments for therapist.

B. Notify therapeutic staff of consumer arrival, ensuring consumer signature on daily sign in sheet.

C. Maintain staffing schedule; ensuring cases are staffed within allotted time frame; to include production of staffing log for LPC signature.

D. Receive and deliver phone messages accurately and timely.

4. Provide Psychiatric MD Staff Support Service

A. Maintain physician appointments (where required).

B. Maintain nursing appointments for facility injections (where required).

C. Collect all monies due for physician/nurse services at time of service.

D. Ensure consumer receives medication information sheets and obtain signature of receipt of said documents.

E. Establish PAP services for all eligible consumers; ensuring all signatures obtained by consumer and physician. To include acceptance to program, ordering of medication, and keeping current with program.

5. Provide other administrative service.

A. Maintain adequate program supplies, ensuring supplies ordered only as needed and costs remain within budget guidelines.

B. Maintain petty cash and/or other monetary funds; ensuring accurate documentation of transactions while upholding company financial policy.

C. Ensure billing documents are accurate and entered daily.

D. Maintain monthly and quarterly fire drill/severe weather records.

6. Performs other duties including but not limited to:

A. Treat clients with respect and courtesy at all times.

B. Perform typing duties and any necessary documentation ensuring work is completed in a timely manner with minimal errors and in compliance with applicable guidelines and policies.

C. Receive and respond to inquiries promptly and courteously.

D. Meet with supervisor as established.

E. Follow guidelines of SpectraCare Personnel Policy, SpectraCare Clinical Policy, including but not limited to the Alabama Administrative Code, CMS, and all other applicable regulating and contractual entities.

F. Participate in trainings, workshops, in-services, and/or administrative meetings as assigned.

G. Ensure any necessary documentation is completed and up to date before annual leave or personal leave is taken.

H. Provide all support staff duties for absent secretaries in other programs where needed and requested by supervisor.

I. Adhere to Dress Code as set forth in the SpectraCare policies and procedures

J. Conforms to SpectraCare’s Core Values as duties are carried out daily.

K. Performs duties independently and/or with minimal supervision.

L. Works in a cooperative manner with other SpectraCare employees, individuals, and/or family members.

M. Perform all duties with the highest standard of ethics.

N. Functions within professional boundaries with individuals and others.

O. Works well with other staff and individuals to ensure safety of program, individuals and other staff.

P. Functions and performs well in stressful environments and manages work related stress to ensure individual safety.

Q. Applies seclusion, protective holds and/or restraint per SpectraCare policy and procedures.

R. Documents crises, protective holds, seclusions and restraints.

S. Participates in beginning/end of shift unit reporting.

T. Demonstrates willingness to work on any unit / program at SpectraCare based on facility needs as directed.

U. Other services, tasks, functions, and responsibilities deemed necessary; not otherwise specified.

6. Regular attendance with timely arrival and departure according to scheduled hours. All absences must be reported to Director in a timely manner.

• Must be able to work full time with rotating assignments as necessary to include but not limited to overtime hours, nights, and/or weekends as scheduled.

• To ensure client/employee safety while on duty, must remain awake during scheduled working hours.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.