What are the responsibilities and job description for the Administrative Assistant III- Behavioral Health position at Tanana Chiefs Conference?
Description
Job Title
Administrative Assistant III- Behavioral Health
Location
Fairbanks, AK, US
Organization Name
Behavioral Health
Job Summary
Job Summary: Incumbent performs a variety of confidential and complex administrative duties to support the Behavioral Health Division. This position will support the implementation of a variety of projects and supervise up to four administrative support staff.
Adhere to the TCC Ch'eghwtsen' model of service and guiding principle which requires providing timely and effective service along with the ability to interact with others in a way that inspires trust and demonstrates respect, compassion and empathy.
Adhere to the TCC Ch'eghwtsen' model of service and guiding principle which requires providing timely and effective service along with the ability to interact with others in a way that inspires trust and demonstrates respect, compassion and empathy.
Essential Functions
Essential Functions: This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
Representative Duties: Under the general supervision of the Clinical Support Manager, job incumbent will:
1. Support coverage of general administrative functions within the division.
2. Maintain lead responsibilities including the supervision of up to four administrative support staff.
3. Provide and ensure adequate reception coverage, greet patients in a professional and welcoming manner, and provide assistance as needed. Receive and forward phone calls to appropriate staff. Take messages as required. Prepare messages for answering services during non-working hours.
4. Conduct patient engagements and coordinate with peers and providers to ensure all intake documentation are completed including assisting the patient by providing a description of each form, ensuring accurate signatures are completed, and forms are completed in a timely manner.
5. Review and audit patient electronic records to track timeliness and completion of informed consents, telehealth documentation, and releases of information.
6. Support electronic record functions including ensuring kept and not-kept appointments are accurate and demographic and insurance information is kept up to date.
7. Manages all referrals to Behavioral Health through the medical and behavioral health electronic records, utilizing a tracking system to maintain contact with all patients referred according to TCC policy.
8. Schedule appointments for behavioral health services including regularly scheduled appointments and integrated and substance use assessments with appropriate clinical staff.
9. Partner with clinical provider team to ensure walk-in and urgent care patients receive appropriate services according to need.
10. Completes all documentation in a timely manner to maintain program compliance within the guidelines established by Tanana Chiefs Conference, Indian Health Services, the State of Alaska, Medicaid, and other regulatory agencies.
11. Schedule and organize division activities for meetings, travel, and conferences for staff, including but not limited to typing and processing staff travel authorizations and training requests. Coordinate travel arrangements with TCC travel agents, local airlines, and State of Alaska payer programs. Assist staff with processing required trip reports and travel receipts as necessary.
12. Coordinate client travel arrangements.
13. Obtain and verify alternate resource data such as Denali Kidcare, Medicare, Medicaid and other applicable resources for billing purposes. Responsible for obtaining and maintaining accurate and up to date patient demographic information and accurate medical information, which includes Medicare/Medicaid, Denali Kidcare, and private insurance policy information.
14. Job incumbent must be able to maintain strict confidentiality.
Other Responsibilities:
1. Performs other job related duties as assigned.
Representative Duties: Under the general supervision of the Clinical Support Manager, job incumbent will:
1. Support coverage of general administrative functions within the division.
2. Maintain lead responsibilities including the supervision of up to four administrative support staff.
3. Provide and ensure adequate reception coverage, greet patients in a professional and welcoming manner, and provide assistance as needed. Receive and forward phone calls to appropriate staff. Take messages as required. Prepare messages for answering services during non-working hours.
4. Conduct patient engagements and coordinate with peers and providers to ensure all intake documentation are completed including assisting the patient by providing a description of each form, ensuring accurate signatures are completed, and forms are completed in a timely manner.
5. Review and audit patient electronic records to track timeliness and completion of informed consents, telehealth documentation, and releases of information.
6. Support electronic record functions including ensuring kept and not-kept appointments are accurate and demographic and insurance information is kept up to date.
7. Manages all referrals to Behavioral Health through the medical and behavioral health electronic records, utilizing a tracking system to maintain contact with all patients referred according to TCC policy.
8. Schedule appointments for behavioral health services including regularly scheduled appointments and integrated and substance use assessments with appropriate clinical staff.
9. Partner with clinical provider team to ensure walk-in and urgent care patients receive appropriate services according to need.
10. Completes all documentation in a timely manner to maintain program compliance within the guidelines established by Tanana Chiefs Conference, Indian Health Services, the State of Alaska, Medicaid, and other regulatory agencies.
11. Schedule and organize division activities for meetings, travel, and conferences for staff, including but not limited to typing and processing staff travel authorizations and training requests. Coordinate travel arrangements with TCC travel agents, local airlines, and State of Alaska payer programs. Assist staff with processing required trip reports and travel receipts as necessary.
12. Coordinate client travel arrangements.
13. Obtain and verify alternate resource data such as Denali Kidcare, Medicare, Medicaid and other applicable resources for billing purposes. Responsible for obtaining and maintaining accurate and up to date patient demographic information and accurate medical information, which includes Medicare/Medicaid, Denali Kidcare, and private insurance policy information.
14. Job incumbent must be able to maintain strict confidentiality.
Other Responsibilities:
1. Performs other job related duties as assigned.
Minimum Qualifications
Minimum Qualifications:
1. High School Diploma or GED equivalent.
2. Seven (7) years of related office experience with progressively higher responsibilities required. At least two (2) of the 7 years must be in a health service environment with direct patient contact.
3. Experience working with Indian Health Services eligibility, Medicare, Medicaid, or other financial resources used for the funding health care services.
4. Computer experience, using various Windows applications and database systems with the ability to type forty (40) wpm.
Knowledge, Skills and Abilities:
1. Ability to prioritize and problem solve.
2. Sensitivity and familiarity with Alaska Native lifestyles, traditions and cultures.
3. Must be able to operate standard office equipment.
4. Strong verbal, written, analytical, problem solving and interpersonal skills.
5. Ability to work independently and within a team environment.
6. Knowledge of HIPAA-HITEC and Privacy Act of 1974.
7. Ability to maintain strict confidentiality.8. Requires the ability to carry out all of the duties of the position efficiently and effectively with minimal supervision.
Supervision: This position may directly supervise up to four administrative assistants.
1. High School Diploma or GED equivalent.
2. Seven (7) years of related office experience with progressively higher responsibilities required. At least two (2) of the 7 years must be in a health service environment with direct patient contact.
3. Experience working with Indian Health Services eligibility, Medicare, Medicaid, or other financial resources used for the funding health care services.
4. Computer experience, using various Windows applications and database systems with the ability to type forty (40) wpm.
5. Must pass background check pursuant to Alaska DHSS and federal Indian Child Protection and Family Violence Prevention Act requirements.
Knowledge, Skills and Abilities:
1. Ability to prioritize and problem solve.
2. Sensitivity and familiarity with Alaska Native lifestyles, traditions and cultures.
3. Must be able to operate standard office equipment.
4. Strong verbal, written, analytical, problem solving and interpersonal skills.
5. Ability to work independently and within a team environment.
6. Knowledge of HIPAA-HITEC and Privacy Act of 1974.
7. Ability to maintain strict confidentiality.8. Requires the ability to carry out all of the duties of the position efficiently and effectively with minimal supervision.
Supervision: This position may directly supervise up to four administrative assistants.
Supervision
Physical demands: Position is mostly sedentary position with extended periods of sitting at desk/computer. Job incumbent must be able to lift and carry up to twenty-five pounds. Incumbent must be able to work effectively in a busy, sometimes stressful environment.
Summation
Summation: Incumbent must be able to work independently with minimal supervision and have the ability to efficiently and effectively carry out the duties of the position. Must be highly motivated, detail oriented and possess problem solving interpersonal/communication skills, analytical ability and dexterity.
