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Administrative Assistant for an active Psychology practice in Oxnard wanted. Position requires frequent interaction with patients, medical offices, and insurance companies, both on the phone and in person. The ideal candidate is detail-oriented, curious, self-motivated, trustworthy, eager to offer excellent customer service, and likes to solve problems.
Experience with computers (including documents and spreadsheets) and good typing skills are required. Applicants must be willing to learn insurance procedures including verification, billing, and invoicing. Spanish speaking is desirable.
Start date July 1st. Full time, Monday through Friday from 8:15 AM to 5:15 PM, with one hour for lunch. Starting pay: $15/hour during training. Benefits to be discussed.
Job Description:
RECEPTION
PHONE
Answer phone and return calls as needed
Track messages and deliver to appropriate therapist
Inform therapists of calls requiring a timely/immediate response
PERSON TO PERSON
Greet patients in a sensitive and welcoming manner
Discern fear and anxiety and respond in a non-defensive manner
Patient check-in, fee collection, inquire about changes to health insurance
Review office policies including confidentiality, fees, and 24 hr cancellation policy
WAITING ROOM
Maintain daily orderliness: vacuum as needed, organize magazines, change lightbulbs
Ensure window and door into reception area are secure and locked
Inform each therapist when patient is ready for appointment
MORNING MEETINGS
Be prepared each morning to review daily tasks, progress, and priorities
Organize tasks by priority and check with therapists to determine priorities
SCHEDULING
Set up initial appointments with new patients
Modify appointments as needed
Assist therapists in setting up follow-up appointments
Accurately track no shows, cancellations, and rescheduling
Remind patients of late cancellation policy as needed
Inform therapists of last minute adjustments to their schedule
MAINTAINING PATIENT FILES
Follow procedures for organization of documents in patient charts
File documents in a timely manner
Update patient Chronology with records of contacts, correspondence, and agreements
Maintain organization of active and archived charts up to ten years old
Process and discuss requests for patient information with relevant therapist
Maintain patient chart appearance type labels, repair tears, create new as needed
MAINTENANCE OF ALL OTHER FILES
Ensure that copies of forms, tests, and handouts are always available
Ensure that all correspondence and mail are filed in a timely manner
Maintain index lists of office forms, tests, handouts, articles, community resources, etc
Update and revise Office Policies and Procedures as needed
Keep open communication with all staff regarding patient emergencies and crises
Maintain organization of a paper record system (there is no search bar)
CORRESPONDENCE AND REPORT WRITING
Daily check for messages and due dates for correspondence in To Do Book
Make use of templates for reports
Become familiar with various document formats for office letters and reports
Transcription of recorded tapes for reports up to 150 typed pages
Proofreading for reports up to 150 typed pages
PRIVACY AND CONFIDENTIALITY
Ensure patient charts are organized alphabetically and chronologically
Patient files to remain out of sight of visitors/patients at all times
CO-ORDINATION WITH THIRD PARTY PAYERS
Confirm insurance benefits prior to patients first appointment
Obtain authorization as needed and record on ledger
Track response to requests for authorization as needed
Workers Comp procedures require analytical review of specific California laws
Remind therapists of the need for Reauthorization Requests
INCOMING MAIL
Open incoming mail daily
Inform therapists of all correspondence requiring a timely response
Place all other mail in proper mailboxes/files
FINANCIAL
BILLING
Online and paper billing of health insurance for around 400 dates of service/month
Invoice patients as agreed between therapist and patient
Reconcile insurance payments with billed charges on paper ledgers
COLLECTING PAYMENTS FROM PATIENTS
Collect all payments and co-payments from patients prior to all sessions
Immediately record payments on ledgers and on Daily Summary Sheet
Discuss and negotiate payment plans with patients who have a balance
Coordinate transfer of past due accounts to collection agency
MAINTENANCE OF SUPPLIES AND EQUIPMENT
COMPUTER
Keep owner appraised of any maintenance recommendations
Maintain familiarity with software/hardware needs
Maintain up-to-date list of passwords for insurance, resources, and organizations
Maintain computer copies of all reports, correspondence, and office policies
Check e-mails a minimum of twice daily
Respond or inform therapists of emails as needed
MISCELLANEOUS
Keep Rolodex current and legible: names, addresses, phone & fax #s, and emails
Maintain familiarity with all office equipment troubleshooting procedures
Record new answering machine message as needed
Keep purchaser appraised of bimonthly and/or immediate purchasing needs
MISCELLANEOUS
Maintain familiarity and contacts in legal offices
Build friendly, professional rapport with patients, therapists, and office staff
Keep track of four therapists specialties, preferred cases, and availability
