Clerical Assistant
About The Position
The Clerical Assistant will be serving community members experiencing mental health challenges. Responsibilities include, but are not limited to: greeting visitors at the front desk, coordinating all appointments, answering incoming phone calls promptly and courteously, and notifying staff of client arrivals; ensuring compliance with HIPAA standards, maintaining a master calendar for medical appointments, maintaining a clean and inviting waiting area, transferring phone calls to appropriate recipients, confirming client contact information, making confirmation calls, and advising of changes in schedule, data entry of billing charges and HMIS system, maintaining client records & the filing system in the chart room/computer system, responding to requests for medical records, and providing back up support to clerical team members when necessary.
Requirements
- High School diploma or GED (Required)
- Customer Service: 1 year+ (Required)
- Computer competency: 1 Year+ (Required)
- Two (2+) years of receptionist full-time experience (Required)
Nice To Haves
- Working in a busy medical/community mental health office reception area with a diverse Mental Health population (Preferred)
- Working knowledge/experience of an Electronic Medical Record (Preferred)
- Knowledge of medical billing (Preferred)
Responsibilities
- Greet, screen, and assist visitors/guests/clients in a warm and professional manner.
- Triage & Manage incoming calls, schedule appointments, and provide general program information as needed (Follow HIPAA guidelines).
- Daily checking on voicemails & faxes; respond accordingly in a timely manner.
- Distribute incoming and outgoing mail to appropriate personnel.
- Conducts audits of program forms & Medi-Cal eligibility for clients and notifies staff of ineligible clients.
- Maintain a tidy and welcoming reception area.
- Coordinate and schedule client appointments based on availability of staff into the EHR/program assigned system.
- Assist in managing appointment calendars for multiple mental health professionals.
- Communicate with clients regarding appointment reminders and rescheduling if necessary.
- Assist in managing appointment calendars for multiple mental health professionals.
- Communicate with clients regarding appointment reminders and rescheduling if necessary.
- Supporting the medical department with appointments; coordinating/arranging transportation; relaying client information with med staff on clients need.
- Ensure accurate client contact information and timely filing of client records and documentation.
- Makes appropriate changes in the client’s chart (EHR/Paper Chart).
- Organizes and maintains client charts, files correspondence, other records, and chart room.
- Assist in maintaining electronic health records (EHR) and/or paper-based records as required.
- Maintain confidentiality and adhere to HIPAA regulations.
- Process Medical records requests and track record request process.
- Support and process client discharges in the EHR/client chart in the appropriate tracker (Program specific).
- Complete and support with HMIS data entry for clients and guests.
- Conducting and gathering data/information from Service Verifications and County/Agency surveys for the program.
- Collaborate with billing department to verify insurance information and process billing paperwork.
- Assist clients with inquiries related to billing and insurance coverage.
- Reviews billing information on progress notes to ensure accurate data entry within Agency guidelines and HIPAA regulations.
- Support & work closely with the medical support team to facilitate client care.
- Facilitate communication between clients and staffs.
- Relay important information to the appropriate staff members promptly.
- Respond to general inquiries via phone or email.
- Participate in meetings and take minutes as needed.
- Communicate and support wellness center staff as needed.
- Provide general administrative support to overall program & staff (i.e. scanning, faxing, copying, vehicle checks, building needs, and going between different departments/ sites as needed).
- Participates in being cross trained for all clerical assistant duties, which includes chart room and front desk tasks.
- Maintains appropriate inventory and restocking inventory; responsible to notify Office Manager/Administrator of needed items.
- Assists in all operational duties including cleaning, organizing and stocking of supplies for the office.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
