Clinic Assistant

Rogers Memorial Hospital, Inc.; Madison (WI); On-site; USD 36,000 - 52,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Tuition reimbursement

Life/disability insurance

Dental insurance

Vision insurance

Employee assistance program (EAP)

Job summary

Rogers Memorial Hospital, Inc. is seeking a Clinic Assistant to handle receptionist and billing duties within the clinic operations. The role requires accurate data handling, patient information coordination, and maintaining confidentiality of medical records.

The ideal candidate will perform hospital billing tasks, balance accounts receivable, and assist with deposits, statements, and vendor bills, while supporting clinical staff and patient flow throughout the day.

Qualifications

• High school diploma required; a two-year billing/coding program is preferred.
• Proficiency with Cerner electronic health record software is preferred.
• Basic knowledge of billing and coding processes is expected.

Responsibilities

• Perform receptionist and clerical duties in the clinic timely and accurately.
• Answer phones promptly, greet visitors, and route messages appropriately.
• Handle billing tasks, produce statements, and post payments in Excel.
• Maintain medical records, filing, and transcription with confidentiality.
• Coordinate with the central offices for billing functions and deposits.
• Assist clinical staff during patient arrival and departure.

Skills

Receptionist skills

Billing

Communication

Clerical tasks

Education

High school diploma

Billing/Coding program (2-year) preferred

Tools

Cerner EHR

Excel

Job description

Schedule:Full-time 40hrs/weekMonday - Friday (no weekends, no holidays)The Clinic Assistant performs receptionist and billing responsibilities related to clinic operations; coordinates patient information, maintains confidentiality of patient files, and coordinates billing functions with central offices.Job Duties & Responsibilities:Perform departmental clerical and receptionist functions timely and accurately.Communicate messages to others timely and accurately.Answer telephones in a courteous manner within three (3) rings, and direct calls appropriately.Greet and screen visitors and assist in meeting requests for information.Type general messages for the department.Make appointments for the unit.File documents in the unit manuals and resource areas.Copy documents for unit staff.Sort and distribute mail.Maintain the filing system and ensure that needed forms are readily available.Perform departmental billing functions timely and accurately.Produce complete and accurate claims.Prepare the Hospital deposit worksheet, the bank deposit ticket, and scanning all checks.Balance accounts receivable and prepare deposit reconciliations.Prepare professional, all-inclusive fee bills for submission to Accounts Payable.Prepare vendor bills for submission to providers.Post payment denials of insurance Explanation of Benefits into the billing system.Type and log hospital and physician payments into Excel spreadsheet.Assist with producing and mailing monthly statements.Maintain medical records in a functional, detailed, and accurate manner.Review all active medical records for filing needs, correct placement of forms, and new orders to be transcribed.File laboratory and other diagnostic reports in an accurate and timely manner.Maintain appropriate supplies for the unit and enter charges for patient-specific supplies and treatments.Sign out and distribute supplies in a fiscally prudent manner.Anticipate and arrange for department supplies to avoid interruptions in patient care or complaints from caregivers.Place weekly food orders.Facilitate communication and assist in providing information to patients, families, visitors, and health care providers.Report relevant information to the manager, appropriate health care provider or department.Prioritize tasks and demonstrate ability to organize workload.Respond to requests from physicians, patients, families, visitors, and health care providers. Take appropriate action.Respond to codes and crisis situations as needed, under the direction of clinical staff.Assist with patients at arrival and departure times under the direction of clinical staff.Participate in Hospital committees, meetings, and team projects.Demonstrate punctuality and preparedness.Actively participate in discussions; be prepared to discuss agenda topics.Contribute in a positive, solution-focused manner.Share results of committee work at unit meetings and/or in other venues.Facilitate intra-department communication and oversee patient care and safety.Promote a team environment by example and by participating in workload completion, when necessary.Interact with employees, physicians, and the public in a sensitive, positive manner.Understand and use the Human Resources policies and procedures manual.Serve as a positive customer-service role model by greeting all that approach for assistance.Attend department meetings, participate in communication, contribute to problem resolution, and take minutes, when needed.Facilitate accurate exchange of information.Help with system and other changes in a timely fashion.Contribute to refining systems for direct feedback to unit staff, communication book, interdisciplinary report, memos, and memo boards.Identify problems and/or potential problem areas and work cooperatively with other departments to resolve system problems.Attend and participate in Hospital activities.Demonstrate responsibility and initiative by attending all mandatory in-services.Participate in fire drills, evacuations, and emergency codes when circumstances exist.Perform duties as directed by the day treatment manager.Use computers and software to complete job responsibilities requiring written documents.Know and use standard office software platforms and electronic medical records system.Assist the manager and department staff by preparing documents and minutes.Promote department goals and the mission of the Hospital.Communicate goals to fellow staff members.Demonstrate measurable goal achievement.Maintain department policies and procedures.Include requirements and guidelines from external agencies (Joint Commission, state).Maintain and/or communicate the function backlog to the appropriate party at a set time.Educate new staff regarding regulations or requirements of those functions that relate to their areas or departments, as directed.Demonstrate acceptance and training of student interns in the department, as directed.Demonstrate understanding of Joint Commission and other regulatory agency compliance regulations.Involve self in the learning and application of standards relevant to the Intensive Outpatient Program and Partial Hospitalization Program.Participate in in-services/seminars and other meetings to increase involvement and awareness of regulations.Involve self in the education of other disciplines regarding the Intensive Outpatient regulations and Partial Hospital regulations.Participate in Hospital committees, performance improvement team meetings and team projects, as directed.Demonstrate punctuality and preparedness.Demonstrate effective communication skills.Exhibit good organizational skills.Contribute in a positive, solution-focused manner.Participate in the performance improvement program.Gain understanding of the performance improvement process.Apply the performance improvement model to department activities.Participate in performance improvement teams that lead to improvement.Educate and involve self in the Hospital and the department performance improvement plans.Conduct self in a professional manner.Demonstrate organizational skills that promote timely response to all inquiries and to task completion.Communicate with all individuals in a positive and professional manner.Attempt to resolve individual issues with peers in a positive, calm manner, with a focus on solution.Communicate concerns and provide solutions for same.Attend outside seminars to promote professional growth.Demonstrate a positive and professional attitude toward all customers.Comply with the Hospital’s policies and procedures, including Human Resources, Infection Control, Employee Health policies and programs.Project a professional image by wearing appropriate, professional attire.Additional Job Description:Education/Training Requirements:Eighteen (18) years of age, or older.High school diploma required.Graduate of a two-year medical billing/coding program is strongly preferred.Proficiency with electronic health record software is required; Cerner is preferred.Previous experience working in a psychiatric setting is preferred.Valid driver’s license: will be required to have driving record approved by Rogers Memorial Hospital’s insurance carrier.Basic knowledge of equipment utilized to perform clerical duties.American Heart Association Provider CPR certification is required within thirty (30) days of hire. Annual re-certification is required.Formal training in crisis prevention and intervention is required within sixty (60) days of date of hire. Annual re-certification is required.With a career at Rogers, you can look forward to a Total Rewards package of benefits, including:Health, dental, and vision insurance coverage for you and your family401(k) retirement planEmployee share programLife/disability insuranceFlex spending accountsTuition reimbursementHealth and wellness programEmployee assistance program (EAP)Through UnitedHealthcare, UMR and HealthSCOPE Benefits creates and publishes the Machine-Readable Files on behalf of Rogers Behavioral Health. To link to the Machine-Readable Files, please visit Transparency in Coverage (uhc.com)