Administrative Associate II - Adult Outpatient

Hartford Healthcare • Manchester, CT

2d

About The Position

Work where every moment matters. Every day, over 40,000 Hartford HealthCare colleagues come to work with one thing in common\: Pride in what we do, knowing every moment matters here. We invite you to become part of Connecticut’s most comprehensive healthcare network. The Greater Manchester Region has approximately 2,500 employees. It includes Manchester Memorial Hospital, a 249-bed community hospital, Rockville General, a campus of Manchester Memorial Hospital, a 102-bed facility, a large multispecialty provider group and visiting nurse services. The Greater Manchester Region serves a region of 300,000 people in 19 towns. POSITION SUMMARY: This position reports directly to the Administrative Manager and indirectly to the Director of Ambulatory Behavioral Health Services. Provides administrative support for clinical, management, medical and educational staff in all of the Ambulatory Behavioral Health Services. Functions as central phone reception and is responsible for courteously and effectively answering and directing all inquiries for Ambulatory Services. Participates in the intake process by obtaining relevant descriptive and financial information as needed and recording and transmitting data related to access per department protocol. Is responsible for stocking supplies, scheduling appointments, collecting co-pays, generating daily encounter/census sheets, filing patient information, verifying and entering patient medications into departmental data system, recording and transmitting data related to records and processing medical records requests, scheduling, authorizations, charge entry and payer information and maintaining and monitoring databases. May perform registration of outpatients by choosing the correct Medical Record and obtains accurate demographic and financial data. Establishes patient account for the purpose of producing a timely and accurate bill and an accurate medical record. Verifies insurance through hospital system. Interfaces with patients/students, families, professionals and other hospital departments. Performs both Word processing and spreadsheet computer operations. Certain assignments may involve extensive managed care interface. This position contributes to creating a caring and compassionate environment through ECHN’s Core Values of Teamwork, Communication, Respect and Caring.

Requirements

• Must be proficient in Microsoft WORD with basic knowledge of Microsoft EXCEL and OUTLOOK.
• Exceptional interpersonal, organizational and time management skills are required.
• Must be able to function effectively and independently in a work environment where multitasking is essential.
• Must have excellent verbal and written command of the English language and communication skills in order to effectively communicate with patients/students and staff.
• Requires mature judgment and a comfort level working in an environment with children and adolescents with psychiatric disorders in an environment can often be emotionally charged.
• This position requires a high school diploma, or GED equivalent.
• Experience working in a medical facility.

Nice To Haves

• Bilingual (English – Spanish) preferred but not required.
• Experience in a related setting using medical/psychiatric terminology and working with managed care and Behavioral Health carve outs is preferred.

Responsibilities

• Effective and efficient operations of daily activities for Central Office; opening, closing, mail distribution, copying, faxing, filing, dispatching incoming and voicemail messages and other work flow operations for the department as evidenced by successful completion of tasks.
• Announcement of building codes in a clear, concise, and calm manner as evidenced by actual performance in drills and real situations.
• Professional and timely answering of telephones with ECHN greeting and appropriately directs calls to clinical staff/MD/voicemail.
• Obtains and demonstrates ability to effectively complete the patient referral data process by acquiring accurate referral information, input of data into QuicDoc Database system and appropriately interfacing with Central Access.
• Creation and maintenance of up-to-date patient database in QuicDoc, Excel and CDCS System (if assigned) as evidenced by degree of accuracy and thoroughness.
• Verifies and authorizes all insurance information as well as continued stay coordination and seeks up-to-date insurance information upon admission to services. Appropriately interfaces with Central Access position for new starts/insurance verifications/updates.
• Collection and processing of co-pay upon patient's arrival and ability to utilize and process co-pays with financial services.
• Daily scheduling and rescheduling of MD/clinical staff appointments in QuicDoc Scheduler in a timely and proficient manner.
• Demonstrates knowledge and experience with computer programs appropriate for position.
• Follows log-in process for all medical record requests and processes within the required timeframe according to the departmental policy.
• Charge entry process for PHP/IOP/OP programs and preparation/update of daily encounter/census sheets for appropriate service.
• Set up and maintenance of patient information by appropriate updating QuicDoc and filing into patient's charts.
• Pulling of all MD and APRN charts according to schedule for next day.
• Monitoring of copiers, faxes, and computers for any perceived problems and ensures adequate supplies are available at all times.
• Provides cross-coverage for all secretarial functions as required and adjusts to changes in work responsibilities as evidenced by flexibility and willingness to assume these roles.
• Obtains and demonstrates ability to effectively enter patient medications into the QuicDoc Database System appropriately and efficiently as evidenced by degree of accuracy and thoroughness.
• Demonstrates ability/knowledge of patient transportation process to obtain new transportation request and to process monthly requests.
• Accurately establishes patient account by verifying insurance and eligibility, carve out information, diagnosis code, policy numbers & Authorizations of Managed MCD, assigning correct physician(s), admit source, admit priority, MSP information, subscriber information and linking correct patient with correct medical record number.
• Completes demographic and financial information accurately in conjunction with Patient Access Department expectations while accurately determining the appropriate flow type in the Admissions registration system.

Benefits

• We know that a thriving organization starts with thriving colleagues-- we provide a competitive benefits program designed to ensure work/life balance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees