UNIV - Administrative Coordinator I - Psychiatry: NCVRTC

Medical University of South Carolina • Charleston, SC

3d • Onsite

About The Position

This position serves as the primary point of contact for the National Crime Victims Research & Treatment Center (NCVRTC). The Administrative Coordinator I maintains consistent, ongoing and efficient operations of an outpatient behavioral health clinic serving victims of trauma. This position coordinates general administrative, business management and/or support activities for the NCVRTC clinic. Develops and monitors compliance with clinical documentation and procedures. Supports needs of the overall training clinic, including assisting the Director of the Clinic with operational needs. Applicants should be comfortable working with large databases (Excel, REDCap) and have strong communication skills. This position is a full-time, office-based position located at MUSC’s downtown campus. Due to the nature of this position, this position is not eligible for remote work. This position does require coverage for the evening clinic (1 night per week from 5:00pm-8:00pm – time adjusted to leave early on Fridays). Applicants with previous healthcare front desk or operations experience is preferred. Applicants should demonstrate ability to organize and prioritize work, provide excellent verbal and written communication, and interact professionally with patients, staff, trainees, and faculty. Applicants who are Bilingual in English and Spanish are encouraged to apply!

Requirements

• A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services.

Nice To Haves

• Previous healthcare front desk or operations experience is preferred.
• Applicants should demonstrate ability to organize and prioritize work, provide excellent verbal and written communication, and interact professionally with patients, staff, trainees, and faculty.
• Bilingual in English and Spanish preferred but not required for position given patient population.

Responsibilities

• Manage essential clinic operational activities, including: greeting visitors in the front office, notifying staff of arrivals, completing registration and consent paperwork for clients, including updating information in electronic medical record (EMR) system, obtaining prior authorization from insurance companies, scheduling all appointments for all clinics in EMR system, answering phone lines for center, preparing daily schedules, updating patient statuses in EMR system, assist with completion of standard assessment battery, manage payment for clinical services, assist with interpreter cards for clinical patients, scanning all paperwork into EMR system, assisting providers with fax and mailing procedures, and managing mail for the center. Maintain working knowledge of all managed care contracts and complete prior authorizations for private insurance plans. Coordinate psychiatry appointments, including scheduling, sending telehealth links, and facilitating medication requests with pharmacies.
• Manage internal chart reviews for all clinical providers to ensure appropriate documentation, billing codes, and compliance requirements are met. Provide feedback to providers and supervisors monthly. Provide support in addressing any updates or changes based on feedback. Manage billing and documentation procedures throughout rotation, including managing updates to policy and procedures manuals.
• Manage Crime Victims Compensation claims and billing, including weekly updates to tracking databases, monthly submission of claims and coordination with state office, oversight of receipt of payments, and coordination of required documentation by providers to be submitted to state office. Provide training and oversight of clinical trainees on completing the required paperwork. Coordinate with MUSC-P Billing Coordinator to review potential CV comp claims. Prepare bi-monthly summary reports for Clinic Director about pending and received payments for claims. Train additional support staff in CV comp procedures.
• Manage clinic purchases, including supplies, mileage reimbursement, and parking reimbursement. Manage supplies inventory and ensuring necessary supplies (e.g. toner, paper, therapy room supplies) is organized, tracked, and stocked for programs in the clinic. Maintain status as Notary Public for clinic and provide notary services to clinical staff for documentation.
• Assist Director of Clinic with training rotations, including preparation of training materials, organization of electronic files and tracking systems, scheduling of orientation trainings, and ongoing operational support for trainees throughout the rotation. Assist the Seminar Director with scheduling conference room for weekly seminars, being available for computer support to presenters, printing and distributing feedback surveys to trainees, and coordinating volunteer assistance with entering feedback into REDCap system
• Manage state vehicles, including submission of mileage reimbursement for state vehicles, maintaining monthly mileage logs and submitting to MUSC transportation, coordinating weekly vehicle checks by volunteers and staff, submitting licenses for gas pins, and training new staff in vehicle procedures.
• Coordinate organization of waiting room/visitor areas, supply room, and breakroom for the NCVRTC. Facilitate cleanliness of center with cleaning services, maintenance requests, and organization of materials and supplies in shared spaces. Perform other administrative duties as assigned.

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