Admin Assistant for Psychology Practice (Oxnard)

Admin Assistant for Psychology Practice (Oxnard)

02 May 2019

Admin Assistant for Psychology Practice (Oxnard)

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

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