CLINICAL SUPPORT ASSISTANT

The Clinical Support Assistant reports directly to the Director of Forrest Health Institute of Neuroscience. Must be optimistic, decisive, and organized in order to ensure smooth operations of various processes that contribute to the productivity and services of the department. The Clinical support assistant occupies and manages the front desk. This includes, but is not limited to, politely and efficiently greeting patients and visitors, answering the phones and taking phone messages for staff. The Clinical support assistant will accurately enter information of patients in the EPIC system as it relates to the office visit. The Clinical support assistant will collect insurance information and verify insurance, schedule and reschedule patients appointments. The Clinical support assistant will check patient in and out doing the office visit, collect copays and patient due balances. The Clinical support assistant will do cashier report for reconciliation at the end of each day. Is responsible for systematic approach to collecting, aggregating, and analyzing data to support decision making processes. Assists Director with running reports, collecting data, aggregating data, and analyzing data as assigned. Generates statistical and productivity reports as needed. Coordinates office functions. Performs other job duties as assigned. Demonstrates knowledge and skills to appropriately communicate and interact with the patients, families, and visitors of all age groups while being sensitive to their cultural and religious beliefs.

Performance Expectations

• Demonstrates ability to order supplies and forms using the Lawson software system.
• Demonstrates ability to manage and upload the required Documents through Taylor Document System.
• Able to effectively run reports from EPIC, collect data and analyze data as needed.
• Effective technical use of Microsoft Word, Excel, PowerPoint. Organization skills of general office duties.
• Adheres to and promotes the established values of the organization i.e. customer service, safety, compliance standards and practices We CARE philosophy in all aspects of the co-worker interactions.
• Demonstrates skills to maintain a safe and clean work environment.
• Communicates pertinent staffing information to director
• Demonstrate the ability to communicate and interact with patients, families, visitors, vendors, employees, physicians and management effectively
• Oversee patient care by scheduling appointments, coordinating financial arrangements (including billing and insurance), maintaining patient records, and following up on delinquent accounts
• Monitor incoming patient referrals within EPIC to make appointments appropriately
• Assure the practice property is clean, professional, and well-kept, all clinical and office equipment is kept in proper working order
• Keep the providers and clinical staff productively busy throughout the day
• Answer phones/take appropriate staff messages or create telephone encounters to best serve the patient’s needs
• Update patient records for each day's schedule
• Schedule all appointments with detail notes and time needed
• Maximize time efficiency in scheduling by utilizing appropriate time slots
• Check all notes and diagnostic testing have been received before appts.
• Check messages every morning for cancellations of appts.
• Greet patients by name and update addresses, telephone numbers, and insurance information as appropriate
• Alert appropriate staff of patient arrival
• Monitor the schedule throughout the day to ensure all runs smoothly
• Schedule return visits for each patient seen to ensure no one is missing
• Call any patient who is 15 minutes late to determine their status and inform the clinical staff
• Register new patients and provide necessary forms
• Keep patients informed of expected wait time if the doctor is behind schedule
• Confirm appointments with patients two days in advance of the appointment
• Record no-show appointments and send letters notifying patient to call/reschedule appts.
• Secondary Duties
• Verify patients insurance plan(s) used most frequently with patients to effectively document in patients guarantor account
• Document insurance information on the patient's chart
• Monitor and follow-up on outstanding claims
• Note in the appointment schedule amounts payable so collection can take place before visit begins
• Identify patients in the daily schedule who are a financial concern, note payment problems on the patient charts
• Record all financial notes in the account notes section in the computer
• Contact patients who have not kept their financial agreement within a 5-day grace period to collect payment
• Monitor patients whom collection agencies have contacted
• Send information as requested by insurance companies such as x-rays, charting, narratives, and other documentation for pre-certifcation needs
• Correspond with insurance companies to resolve payment delays, requests for additional information, or to discuss denied treatment coverage
• Handle all inquiries concerning insurance daily
• Responsible for aggregating data from EPIC, chart audits as needed.
• Demonstrate the aptitude for composing, typing and other material designated by the
  
  

Directors and managers.

• Demonstrate the aptitude for serving as timekeeper, make appointment and screen telephone calls
• Demonstrate the ability to coordinate and schedule designated meetings
• Demonstrates technical aptitude for operating telephone, fax, scanner, calculator, label printer and computer.
• Demonstrate the ability to carry out a variety of duties for the department under the supervision of the Director.
  
  

Education/Skills

High school graduate with a 2-year degree from a college or technical school preferred. Graduate from an accredited medical assistant program or EMT program.

Work Experience

Three years of experience in management of medical offices with at least one year of related

receptionist/patient account representative experience and/or training. Equivalent combination of

education and experience will be considered.

Certification/Licensure-DUE UPON HIRE

• Valid Drivers License and Proof of Automobile Insurance
• Licensure or certification from CMA or EMT program.
  
  

Mental Demands

Must have excellent oral and written communication skills and ability to relate well with all levels of employees, physicians, outside departments, and agencies. Must have high energy level, be able to work independently, demonstrate good leadership and organizational skills, initiative, and ability to prioritize. Must be able to perform as a team member and function under stress.

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