Clerical Assistant (000299)

Mindlance; New York (NY); On-site; USD 25,000 - 30,000; Full time

Job summary

Mindlance is seeking a detailed clerical professional to support a behavioral health clinic in New York. Responsibilities include front desk duties, data entry, scheduling, patient registration in Epic, and liaison with nurses and physicians to ensure smooth patient flow.

The ideal candidate has strong MS Office skills, excellent customer service, and the ability to handle HIPAA-sensitive information in a fast-paced environment.

Qualifications

• Two years of experience in clerical/healthcare setting preferred.
• Experience with Epic and patient registration processes helpful.
• Strong customer service and communication abilities required.
• Proficiency in MS Office suite and basic clerical tasks.

Responsibilities

• Clerical tasks: filing, data entry, reception, scheduling, typing and correspondence.
• Maintain clinic Epic reports and providers’ templates, schedule follow ups.
• Register patients in NYS OASAS My Am system and collect required data.
• Answer calls, relay messages, monitor Epic queues and workflow.
• Pre-register patients, update demographics and visit authorizations.
• Coordinate with BH leadership and finance to improve collections.
• Ensure patient and staff safety and assist with HIPAA-compliant information.
• Greet patients at front desk and manage registration, checks in/out, reminders.

Skills

Customer service

MS Office proficiency

Interpersonal skills

Verbal and written communication

Ability to interact with patients

Education

High School Diploma or GED

Tools

Epic EMR

MS Office

My Am NYS OASAS system

Job description

Clerical work, including filing, data entry, reception work, schedule meetings, typing and preparing correspondence, indexing, operating office equipment (fax, computer, photocopier), and other clerical functions. 50 keystrokes per minute, Microsoft Office knowledge intermediate level. Interpersonal skills, both verbal and written. Excellent customer service skills. Performs data entry and general clerical duties. Maintains professional demeanor. Liaisons with nurses, physicians and staff. Ability to interact with patients all day.

SUMMARY OF ESSENTIAL DUTIES AND RESPONSIBILITIES

• Specializes in back-end clerical operations, including creation and maintenance of clinic Epic reports, providers’ templates, scheduling follow up appointments
• Utilizes the NYS OASAS client system (My Am) to register patients and record required client information
• Answers client and internal staff phone calls, relays messages, and directs accordingly.
• Continually monitors messages via Epic and takes appropriate action
• Pre-registers patients scheduled for upcoming appointments, completes/updates demographics, and visit authorizations ensuring accuracy and completion.
• Works closely with BH leadership and Finance to improve collections
• Monitors the environment of the practice ensuring patient and staff safety
• Collaborates with clinical staff to ensure patients receive the best possible care
• Participate in meetings and huddles when necessary
• Monitors and facilitates the proper usage of patient kiosks
• Interacts and communicates with patients with Behavioral Health needs
• Practices contingency plans are initiated during emergencies such as IT and power outages
• Monitors compliance as per OMH, JC, OASAS, DEA, CMS and other applicable standards
• Provides HIPPA compliant patient appointment information with agencies and other sites as required
• Monitors equipment and clinic environment and submit work orders as needed
• Assist with Performance Improvement and Quality Assurance reports and data collection
• Calls patients to remind of upcoming appointments
• Responsible for Front Desk assignments when needed, including, greeting, registration, scheduling, check in-check out, appointment reminder calls
• Monitors show rates closely and shares with providers
• Monitors EPIC referral work queues daily, responding to each referral and documenting efforts to schedule appointments with referred patients
• Monitors Epic revenue work queues (e.g., registration and eligibility denials) on a daily basis and makes necessary updates/corrections to correct fallouts/errors/missing information
• May assist in other areas within Behavioral Health as needed
• Responsible for wearing professional attire to the workplace as well as during off-site work when conducting business on behalf of Metropolitan Hospital Center, as per dress attire policy.
• Promote a positive and pleasant attitude conducive to the workplace, which enhances and furthers the Mission, Vision and Value statement.
• Meet all H+H compliance standards/requirement such as annual physical evaluation/assessment, Annual assessment Training; ELM trainings, and Fire Drill participation; annual OHS compliance
• Adheres to the Mission/Vision/Value Statement and Guiding Principles of the Organization in all endeavors.

Skills

• Two years experience
• Minimum 3 years’ experience working in health care setting, preferably mental health/addiction services

Special Equipment/Machines Operated

• Applicable Electronic Medical Record systems (Epic and external, including but not limited My Am (NYS OASAS
• Internet access to HMO sites for insurance verification purposes
• Client/ Fax Machine; Departmental Forms and Reports; Proprio (translation service)

Knowledge, Skills, Abilities and other Requirements

• Outstanding customer service skills, a passion for mental health clients
• Ability to motivate others
• Superior PC Skills including MS Office Suite (Excel (Charts/Pivot Tables ), Word, PowerPoint)
• Work schedule includes rotating Saturday shifts (9 a - 1pm) and rotating 5 p - 7 p coverage weekdays.

Education

• High School Diploma/ GED; Prior medical office experience and knowledge of medical terminology preferred.

Educational Level

• High School Diploma Required

EEO

Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of - Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.