ADMINISTRATIVE COORDINATOR OUTPATIENT

Location

Wyoming, MI | United States

Job description

Responsibilities

Administrative Coordinator - Outpatient

WBI Outpatient & Telehealth Clinic provides intensive and targeted clinical therapeutic and psychiatric services to improve the continuum of care to our patients and to provide access to mental/behavioral healthcare services to the underserved. The Administrative Coordinator serves as administrative support for outpatient team, insurance, and patients. Responsibilities include completing insurance verifications; obtaining completed paperwork from patients and their families; providing additional receptionist support; submitting insurance preauthorization; payment collection; documentation; data collection; reporting; compliance; and tracking of outpatient services. The Administrative Coordinator provides organizational support for all outpatient services and is responsible for providing accurate and timely communication, documentation, and problem-solving. Other duties as assigned. 

WORKING CONDITIONS:

Duties require sitting, standing, walking regularly. Requires reaching overhead occasionally and lifting occasionally up to 25 lbs.  Position requires that the individual be in good physical and mental health sufficient to support behavioral health patients of all ages. Administrative Coordinator must be able to maintain the ability to provide and support services through telehealth, including the need to speak and hear via teleconference. Hours may be irregular including evenings. May be occasional occupational exposure to blood borne pathogens or other potentially infectious materials. 

KNOWLEDGE, SKILLS AND EXPERIENCES REQUIRED:

High School Diploma (or GED equivalent) required, Two (2) years of experience in patient care and mental and behavioral health care or equivalent is preferred; proven experience in office administration, proficiency in MS Office (MS Excel and MS Outlook, in particular), expertise working with medical records, and extensive knowledge of HIPPA and confidentiality standards. Knowledge of developmental tasks of children, adolescent, adult and geriatric patients and how to apply knowledge in assessment and support of care. Experience and willingness to provide services through telehealth is required.

PERSONAL TRAITS, QUALITIES & APPTITUDES: 

Demonstrates personal traits/behavior consistent with the values of Wyoming Behavioral Institute.  Must be self-directed/self-motivated; must have good communication and interpersonal skills; must be flexible; must have good critical thinking/decision making skills and must have good understanding of systems and change processes.  Must be able to:  (1) perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure; (2) accept responsibility for direction, control and planning of activity; (3) make evaluations and decisions based on measurable or verifiable criteria; (4) work independently; (5) recognize the rights and responsibilities of patient confidentiality; (6) convey empathy and compassion to those experiencing pain, physical or emotional distress, and/or grief; (7) relate to others in a manner which creates a sense of teamwork and cooperation; (8) communicate effectively with people from every socioeconomic, cultural, and educational background; (9) exhibit flexibility and cope effectively in an ever changing, fast-paced health care environment; (10) perform effectively when confronted with emergency, critical, unusual and/or dangerous situations; (11) demonstrate the quality work ethic of doing the right thing the right way; and (12) maintain a customer focus and strive to satisfy the customer's perceived needs.

DUTIES AND RESPONSIBILITIES: 

Essential Functions:

• Program administrative support
• Complete the insurance verifications for all patients.
• Compile monthly review and update of insurance and reporting needs.
• Coordinate with the business office for accurate billing and collection processes.
• Track patient service completion and utilization of services.
• Maintain organization of patient tracking and management of information.  
• Ensure that documentation meets policies, procedures, standards, and laws.
• Patient support
• Obtain completed paperwork from patients and coordinate with patients to update patient information.
• Create patient files and accounts.  
• Accept payments and schedule payment plans with patients.
• Send and receive medical records according to program guidelines and HIPPA standards.
• Communicate on a regular and timely basis with relevant members of the treatment team and family members as appropriate.
• Front desk support
• Complete cross training as receptionist and front desk coverage when receptionist is out.
• Answer phones, respond to requests, greet patients, support admission for all outpatient programs.
• Develop and support workflow to ensure accurate completion of admission and discharge processes.
• Billing
• Prepare daily/weekly billing documentation for outpatient programs.
• Submit preauthorization for services as needed.
• Serve as intermediary between payer source, patient, and utilization review team.
• Schedule and manage payment processes for outpatient programs.
• Documentation
• Ensure accurate and timely data entry for reporting, compliance, and regulatory standards.
• Serve as administrative lead on compliance and reporting for school-based services programs.
• Complete data collection and reporting of school-based services to satisfy grant/contract requirements.  

Other Functions:

• Program and Team Development
• Participate in monthly team meetings, annual trainings, and team/professional development.   
• Assist in the development of strategies, goals, and objectives related to outpatient programs.
• Identify and communicate data driven trends in outpatient programs.
• Ensure the collection and entry of data as it pertains to patient eligibility.
• Patient Focused Care
• Contribute to the effective functioning of the assigned programs and facility-wide activities and services.
• Report unsafe conditions to appropriate personnel.
• Assure patient's rights are upheld.
• Manage conflict with professional problem solving and collaborative approach.
• Provide accurate safety support in crisis situations and participates in debriefing after crisis situations.
• Collaborate effectively with physicians, therapists, and other clinical disciplines to support the organizational flow of outpatient services.
• Communicate with the treatment team and other providers to assure the continuity of care and expedite flow of services and transitions between levels of care.
• Communicate effectively with patients, families, health care team members, referrals, state entities, and community providers regarding program efforts and progress.
• Comply with required standards for medical/legal reporting situations (i.e., child abuse, dependent adult abuse, psychiatric commitment).

High School Diploma (or GED equivalent) required, Two (2) years of experience in patient care and mental and behavioral health care or equivalent is preferred; proven experience in office administration, proficiency in MS Office (MS Excel and MS Outlook, in particular), expertise working with medical records, and extensive knowledge of HIPPA and confidentiality standards. Knowledge of developmental tasks of children, adolescent, adult and geriatric patients and how to apply knowledge in assessment and support of care. Experience and willingness to provide services through telehealth is required.

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