Administrative Assistant

"A former patient may not be hired at the same location where they were treated until a minimum of one year has elapsed since the completion of their treatment at that location. Former patients may be considered for employment at other RCA locations within a year after treatment. This consideration will be subject to the standard hiring process and must not compromise ethical standards, patient care, or the reputation of RCA."   Position Overview: The Outpatient Admin. Assistant is primarily responsible for maintaining office related activities, including, scheduling, financial counseling, records maintenance, verification of benefits, acquiring authorization for services, tracking insurances, and billing oversight at the site. It is also the responsibility of this position to model and maintain high professional conduct and standards.   Specific Responsibilities:

• Performs daily administrative tasks such as scheduling clients, making reminder calls, greeting clients and visitors to the site, overseeing aspects of the day to day practice under the direction of the Director.
• Performs Utilization Review duties such as obtaining initial authorizations for community-based referrals, stepdown authorizations for transfers from Inpatient, all the continuing reviews and extension requests, ensuring our clients get as much time as they can in our program.
• Serves as point of contact for third party payors.
• Works with onsite clinical staff for any insurance appeals and peer reviews.
• Communicates with staff and clients for any financial counseling matters such as explaining insurance coverage and potential deductibles and copays.
• Works with Director to track any billing issues and resolve any unbilled accounts.
• Participates in the initial portion of most of our intake assessments: admits the clients, gets the consents signed, does financial counseling, completes all patient financial information in Avatar, takes copays, and does the UDS.
• Performs Urine Drug Screens (UDS) and breathalyzer when necessary.
• Performs case management tasks such as filling out forms for Short-term Disability/FMLA requests, managing treatment verification requests and other client documentation needs to ensure clients have what they need for disability claims, human resources requests and court and probation compliance.
• Be visible and interactive with all staff and clients in practice, in order to be more efficient and more integrated into the daily practice.
• Collects client fees and records payments. Reconciles client fees collected with cash deposit on Daily Cash Log and then prepare daily deposit--including, Daily Deposit Log Detail Report, Daily Cash Log, and deposit slip having money counted by Director or designate and Daily Cash Log co-signed by Director or designate.
• Responsible for inventory and ordering of all office supplies.
• Prepare correspondence and reports. Creates and edits documents, spreadsheets and presentations. Manages schedules, arranges appointments and itineraries. Coordinates meetings, travel, conference calls, and completes expense reports.
• Answer telephone, taking messages as appropriate being sure to obtain caller's name, agency, and telephone number with area code, and a brief message.
• Informs clients of all required associated treatment information appearing as alerts such as urine sample collection, counseling holds, and medical holds.
• Responsible for client accounts relating to the grant, if any, or Medicaid billing. Engages in necessary tracking and/or management of Medicaid billing.
• Private Pay: responsible for development of weekly administrative withdrawal list, sliding fee, past due balances. Maintain summary report on Excel spreadsheet.
• Listens attentively to all clients in order to fully understand their needs; delivers messages to clients with courtesy, clarity, and care. Able to build rapport using motivational interviewing techniques.
• Maintains strong working relationships with all RCA staff by demonstrating respect for co-workers. Treats co-workers as fellow professionals and respects their expertise and effort.
• Is tolerant and supportive during difficult moments. Joins with others to seek the best outcome for the client.
• Protects client and agency information. Never divulges client or business-related information without clear authorization and a genuine need-to-know. Aware of confidentiality rules and regulations and acts accordingly.
• Demonstrates pride in work and service provided. Looks beyond the assigned tasks to ensure clients receive outstanding service. Pays attention to the details of the service provided by the department/work area. Seeks process improvement. Follows all RCA policies and procedures.
• Treats clients and families with compassion. Demonstrate