Administrative Assistant-Outpatient Behavioral Health

• Area of Interest: Administrative and Clerical
• FTE/Hours per pay period: 0.7
• Department: Outpatient Behavioral- SLRMC
• Shift: Daytime; Monday, Tuesday, Thursday, Friday
• Job ID: 164256
  
  

UnityPoint Health Information

Why UnityPoint Health?   

Commitment to our Team – We’re proud to be recognized as a Top 150 Place to Work in Healthcare by Becker's Healthcare several years in a row for our commitment to our team members.   

Culture – At UnityPoint Health, you matter. Come for a fulfilling career and experience a culture guided by uncompromising values and an unwavering belief in doing what's right for the people we serve.   

Benefits – Our competitive Total Rewards program offers benefits options that align with your needs and priorities, no matter what life stage you’re in.    

• Caring is what we do, and it starts with our team members: expect paid time off, parental leave, 401K matching and an employee recognition program as we support you both personally and professionally.  
• You can only give your best when you feel your best, and we help you live well with dental and health insurance, paid holidays, short and long-term disability and more. We even offer pet insurance for your four-legged family members to give you peace of mind.   
• We strive to make things easier and more personal in health care to set us apart from the rest, and you can experience that commitment through early access to earned wages with Daily Pay, a tuition reimbursement program designed to help you further your career and adoption assistance to help you grow your family in the way that works for you.  
  
  

 

Diversity, Equity and Inclusion Commitment – At UnityPoint Health, we honor the ways people are unique and embrace what brings us together. Our collective goal is to champion a culture of belonging where everyone feels valued and respected.  

Development – We believe equipping you with support and development opportunities is an essential part of delivering a remarkable employment experience.  

Community Involvement – Be an essential part of our core purpose—to improve the health of the people and communities we serve.   

Hear more from our team members about why UnityPoint Health is a great place to work at https://dayinthelife.unitypoint.org

Overview

UnityPoint-St Luke's Hospital

Part-Time Days

Mon, Tues, Thurs & Fridays

The Behavioral Health Administrative Assistant supports the day-to-day operations and administration of Behavioral Health functions and duties, while performing various clerical and administrative responsibilities that assist the Director and team members. Maintains databases, collects information, and provides follow-up on outstanding needs. Provides support on projects as needed while performing scheduling, clerical registration, charge entry, insurance benefits verification, pre-certification, and reception.

Responsibilities

Administrative/Clerical Support

• Responds to calls and visitors from employees, managers, and others. Answers telephone, prioritizes, screens, and redirects calls. Answers questions, handles routine matters.
• Coordinates and attends meetings as assigned; including scheduling, preparing materials and notices prior to meetings, documenting proceedings, maintaining records and follow-up actions taken.
• Communicates effectively with other administrative staff, members of other departments, medical staff, nursing administration, community agencies, etc.
• Sets up files as needed, prepares file folders and categories to new files. Purges and rotates files as necessary.
• Arranges travel for Director of Care Coordination and others, as directed, reserves hotel rooms, books flights, and arranges rental vehicles as applies to travel needs.
• Attends educational training sessions to further enhance skills, knowledge (i.e. computer classes).
• Interacts with patient, families, visitors, and all team members in a considerate, helpful and courteous manner.
• Seeks proper channels of communication when performing unfamiliar tasks and maintains open communication using appropriate chain of command regarding issues.
• Assists with other Behavioral Health processes as assigned.
• Organizes and performs bookkeeping, composes correspondence, data entry, telephone answering, appointment scheduling duties, and other duties as assigned
• Adheres and understands confidentiality of clients and staff
• Coordinates and tracks quality improvement issues for the unit to include but not limited to: monthly reports, attendance records, referral information, client demographic and satisfaction surveys, and any other indicators as assigned.
• Assists in reviewing client records for timely and complete entry of data
• Maintains and orders unit supplies and equipment.
• Maintains records and issuance of client bus tickets, meal tickets, gas reimbursements, and general petty cash.
• Ensures accurate registration and verification of patient information and updates patient information as appropriate, including precertification and approval requirements.
• Provides documentation in patient document file in accordance with department policies and procedures
• Is aware of hospital and department compliance requirements for federally funded healthcare program (e.g., Medicare and Medicaid) regarding fraud, waste and abuse. Brings any questions or concerns regarding compliance to the immediate attention of department or hospital administrative staff.
• Assists in the management and effective operations of the Clozaril management program
• Demonstrates professional communication with clients, staff, and general public.
• Assists in the supervision of patient activities as needed.
• Enforces departmental guidelines, offers support, and provides a positive role model to all patients.
  
  

Departmental and Programming Support

• Functions as the communication board keeper for the department.
• Completes a variety of monthly audits to support departmental goals.
• Opens, reviews, prioritizes, and distributes interoffice and external mail.
• Maintains databases for agency contacts, etc.
• Accurately and thoroughly collects, analyzes, and records client demographic and insurance/financial data within EMR and individual insurance verification sites.
• Completes all required registration forms necessary to meet internal and external requirements.
• Reviews and explains all registration forms prior to obtaining signatures from client or client representative.
• Verifies client identification.
• Provides clients with financial assistance applications per department guidelines.
• Performs pre-certification and insurance benefits verification and enters billing notes.
• Registers patients and assigns the correct accommodation/location codes.
• Reviews and edits patient accounts and billing notes for current financial status.
• Acts as a liaison with third party payer representatives and representatives from entitlement programs.
• Responds to written and telephone inquiries from patient and insurance companies.
• Enters and verifies client charges and payment resources.
• Assists in promoting the program through marketing activities and referral management.
  
  

Supply Coordination

• Anticipates equipment and supply needs.
• Orders/requests equipment and supplies according to department guidelines.
• Maintains related expense report forms.
• Contacts appropriate people for repair of equipment and machines.
  
  

Qualifications

• High school graduate or the equivalent required
• 2-3 years secretarial experience
• Previous medical field, hospital, or post-acute experience preferred
• Must be detail oriented and organized to deal with multiple priorities.
• Ability to use office machines and perform routine maintenance.
• Ability to work with computers including Microsoft Windows required.
• Knowledge of Microsoft Office (Excel and Word) preferred.
• Must be able to communicate and listen effectively.
• Must have interpersonal skill necessary to deal with the public, hospital personnel, and patients.
• Ability to establish/maintain effective working relationships with fellow employees and clinical staff.
• Must have excellent written and verbal communication skills.
• Must be accurate with details and communicating messages both face to face and by telephone.
• Adaptability and flexibility in moving between various functions based upon staffing and workload demands.
• Use of usual and customary equipment used to perform essential functions of the position.