Client Access Coordinator at the Clitheroe Outpatient Center

General Statement:  The Salvation Army is a branch part of the Christian Church and the ultimate goal of all programs is spiritual regeneration of all people.

Corps/Department:         Salvation Army Clitheroe Center

Reports To:                      Quality Assurance Manager

FLSA Status:                   Full Time/40 hours per week; Non-Exempt                                               

Education and Work Experience:  

• High school diploma or equivalency; Education or training to perform office administration, clerical functions, working with confidential records and file management.
• Three years experience in record keeping, filing systems for data retrieval, familiarity with medical record systems, clerical, and data entry work.

Scope of Position/Essential Functions:  Under the general supervision of the Quality Assurance Manager, the Client Access Coordinator assures effective and efficient admissions for treatment center clients, collections of payments by clients, client registration and outpatient appointment scheduling.  The Client Access Coordinator also provides evidence of compliance with program and grant requirements by compiling and maintaining clinical records for all Clitheroe programs.

Knowledge, Skills and Abilities Required:

• Proficiency in using general office equipment, Microsoft Office Suite, AKAIMS databases, Intergy and Intergy EHR, and report-generating
• Must be organized, and able/willing to maintain strict confidentiality.
• Ability to work with a minimum of supervision.

• Detail oriented with a high level of accuracy required.

• Knowledge of basic accounting with the ability to prepare invoices.
• Ability to work in a fast-paced environment, maintain poise under pressure and successfully communicate with a wide range of personalities.

Essential Functions: 

• Adheres to all federal confidentiality regulations (42 C.F.R. Part 2, and HIPAA).
• Provide essential administrative support services to Clitheroe Outpatient program.
• Maintains accurate records of clients and client status by operating an information management system and spreadsheet to compile daily census.
• Maintains accurate disclosure logs of all releases of information made, all motions, subpoenas, and court orders received by the agency and sends out responses per C.F.R. and prepares appropriate documents for the release of information for court orders. Attends court as needed to fulfill subpoena requests.
• Maintains master clinical records system by completing all chart requests and transfers on a daily basis; assigns new client numbers; provides historical references by reviewing inactive charts as requested; sets up filing systems.
• Checks in clients for appointments and ensures proper sign-in, forms preparation, and printing; ensures proper completion of client information, ROI’s, sliding scale, billing, and HIPPA forms; collects payments and fees for services delivered. Enters minimal data set information into State of Alaska AKAIMS database.
• Assists Outpatient Manger to prepare bank deposits and arrange for deposits to be taken to the bank by designated employees; forwards documentation of deposits to the Finance Department.
• Builds and maintains positive professional relationships with all other disciplines within the organization.
• Performs general office duties, including photocopying, typing, answering the telephone, takes messages, responds to requests for information, and directs visitors as appropriate, and entering data into a variety of computer applications.
• Accepts all mail and deliveries, maintains a mail log. Accepts Residential client item drop offs and pickups, ensures no contraband is being left for clients, maintains a Client Item Drop off log.
• Provides training, guidance, and assistance in the records archival process, as requested.
• Performing other reasonably related duties as assigned by immediate supervisor or other management as required.

Software-related Skills:  Microsoft Word, Outlook, and Excel required; Intergy and Intergy EHR, working knowledge of database applications and ability to use new software programs with basic training.

Work Environment:  The work environment is located in an office setting.

Language Skills:  Must be able to understand, follow and give both written and oral instructions.  The employee must be able to use speech and hearing for ordinary and telephone conversation.

Mathematical Skills:  Must be able to perform simple calculations (addition, subtraction, multipli