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Behavioral Health Office Coordinator
Job Code:2018-MACON-009
Location:Macon Campus
Department:
Job Shifts
  

Job Responsibilities:

Essential Duties and Responsibilities:

  • Complete all administrative functions for the program to include customer service functions, answering phones, ordering supplies, submitting maintenance work orders, maintaining external and internal mail, keeping lobby tidy, and securing confidential information.

  • Supervise lobby/waiting room by greeting clients and notifying staff of appointment arrival.

  • Processing all client referrals by completing the open access or referral form, verifying insurance eligibility, and notifying Clinical Director and/or designated staff regarding referral.

  • Upon acceptance/ intake, entering all client information into electronic health record (Kaleidacare Solutions 7) and creating client file.

  • Maintain Electronic Health Record – Kaleidacare Solutions 7 for clients to include running validator daily and trouble shoot/resolve issues, entering diagnosis logs, client payer, authorizations, discharging clients from system upon notification from therapist or Clinical Director, uploading staff signatures, etc.

  • Create and send authorization warning reports weekly to assigned staff and Clinical Director.

  • Follow up and obtain all needed signatures from legal custodian on required documents such as IRPs, ROIs, Crisis Plans, initial and annual intake paperwork, etc.

  • Monitor the approval/denial of submitted outpatient treatment requests via GAMMIS and/or Availity and notify assigned staff of updates.

  • Obtain needed ROIs for all clients PCP and request information for client file at admissions and quarterly thereafter.

  • Verify insurance eligibility for all counseling clients, at the beginning of the month and other assigned intervals, and notify Clinical Director and assigned staff on any changes or inactive clients.

  • Track, receive, process, and post all co-payments owed by client at time of service.

  • File all documents in client files within set timeframes to include correspondence, treatment plans, orders, treatment authorizations, etc.

  • Print and total billable hour reports weekly and provide to Clinical Director.

  • Prepare discharged files for archiving per agency policy and procedure.

  • Produce correspondence and perform clerical functions for Vice President of Clinical Services, Clinical Director and/or other Lighthouse staff as needed or assigned.

  • Other duties as assigned.

  • Maintain a safe and healthy work environment.

  • Interact professionally and cooperatively with other parts of the agency (i.e. Human Resources, Finance, etc.)

  • Complete assignments in a timely and accurate manner.

  • Is willing to take on additional responsibility in a positive manner.

  • Complete training necessary to perform position consistent with program and agency staff development plans.

  • Demonstrate and understand and adhere to the 7 sanctuary commitments.

  • Demonstrate a commitment to democracy by actively participating in team decisions.

  • Practice social responsibility evidenced by dependability and reliability.

  • Communicate openly to establish and maintain effective working relationship with people at all levels.

  • Utilize appropriate Sanctuary tools when interacting with colleagues and residents.

  • Adhere to the seven commitments of Sanctuary when carrying out work responsibilities.


Job Qualifications:

Education and/or Work Experience Requirements:

  • Minimum High School Diploma and 2 years experience in office management.
  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
  • Proficiency with computers, Microsoft Office, Internet, E-mail, etc.
  • Ability to operate basic office equipment including copier, calculator, fax machine, etc.
  • Ability to communicate clearly both verbally and in writing.
  • Pleasant telephone voice.

  • Ability to meet and handle the public with tact and poise.

  • Maintain high level of confidentiality.

  • Must be able to multi task in a fast paced work environment.

  • Ability to understand and consistently implement policies and procedures of the Agency.

  • Ability to interact and work cooperatively and effectively with other personnel and clients.

  • Ability to show sensitivity and responsiveness to cultural difference in the service population

  • Ability to uphold the mission and values of The Methodist Home.

  • The ability to listen to and understand information and ideas presented through spoken words and sentences.

  • The ability to communicate information and ideas in speaking so others will understand.

  • The ability to apply general rules to specific problems to produce logical solutions to problems.

  • The ability to read and understand information and ideas presented in writing.

  • The ability to communicate information and ideas in writing so others will understand.


Other Job Information (if applicable):

Essential Physical Requirements:

 

  • Responsibilities include a high tolerance for stress.  Being able to accept constructive criticism and dealing calmly and effectively with high stress situations.

  • Responsibilities include typing and sitting at a computer for both long and short durations of time as well as using peripheral devices such as a mouse and keyboard.

  • Ability to operate office equipment including copiers, peripheral devices, etc.

  • Responsibilities include repetitive hand movements such as typing.

  • Responsibilities may include bending, stooping or kneeling for short durations of time.

  • Responsibilities include some evening and weekends.