Site Support Specialist

Paycom - ATS; Gresham (OR); On-site; USD 49,000 - 51,000; Full time

Job summary

CODA in Gresham, OR seeks a dedicated intake and administrative support person to admit patients into Residential Programs, verify insurance, and maintain accurate health records. You will collaborate with clinical staff to ensure smooth access to treatment and seamless data flow.

Strong customer service, attention to detail, and knowledge of HIPAA are essential. This full-time role requires strong communication and data-entry skills in a healthcare setting.

Qualifications

• High School Diploma or GED required.
• Experience in health care or nonprofit environments preferred.
• Ability to handle confidential information with care.

Responsibilities

• Admit new patients to Residential Programs using CODA EHR.
• Verify and lock in patient insurance plans during treatment episode.
• Assist with scheduling patient intakes.
• Manage paper health records and ensure HIPAA compliance.
• Provide courteous, accurate information to patients and staff.

Skills

Customer service

HIPAA compliance

Attention to detail

Communication skills

Data entry

Education

High School Diploma or GED

Tools

Electronic Health Records (EHR)

CODA EHR System

Job description

Job Details: Job Location: Gresham, OR 97233, Position Type: Full Time, Education Level: High School, Salary Range: $23.76 - $23.76 Hourly, Travel Percentage: Negligible, Job Shift: Day, SUMMARY: Provide courteous and effective services to patients, co-workers, and guests in support of clinical operations; admit new patients into Residential Treatment Programs, ensure the accuracy of patient demographic, billing and insurance information in the health record systems; and participate in a wide variety of administrative and cross-departmental processes facilitating access to treatment, retention, and integration of services for patients in both Residential Programs.

Available Shift: Mon - Fr 8:00 AM to 4:30 PM

ESSENTIAL RESPONSIBILITIES AND TASKS:

• Admit new patients into the Residential Programs using CODA’s Electronic Health Record System, obtaining necessary Releases of Information, assisting the patient fill out intake paperwork, searching the patient’s belongings to ensure safety and appropriateness, notifying the patient’s insurance to lock in their specific plan during this treatment episode and provide a warm hand off to clinical staff.
• In coordination with CODA’s admissions team and the Site Support Manager, assist with scheduling new patient intakes. Assist patients that need to reactivate or renew their Oregon Health Plan Insurance after becoming an OHP Assister.
• Utilize online insurance verification systems to confirm insurance information is valid and accurate for patients prior to their appointment. Utilize internal and external resources to verify coverage levels and authorization requirements, seeking help through appropriate channels where required.
• Obtain, manage and process Food Stamp cards for patients twice a month. Explain to patients the reasoning for this process and assist them with filling out the application. Maintain a good working relationship with OHA DHS Self Sufficiency representative to obtain cards in a timely manner and work through process issues.
• Provide excellent customer service both in person and over the telephone, being prompt and courteous while delivering accurate and helpful information; facilitate effective connections to other resources and services within CODA where appropriate to prospective clients.
• Open, manage, and close the admit building for the programs, ensuring areas are secured and orderly, with designated materials and signage. Ensure areas remain tidy and welcoming for patients. Seek additional assistance where needed to resolve facility or patient-related issues.
• Manage paper health records, including creating, filing, closing, and ensuring handling of records is compliant with CODA policy and HIPAA regulations.
• Consistent attendance and punctuality are required of this position.
• Attend scheduled team meetings and trainings.
• Achieve outcomes using methods that align with CODA’s mission and values:
  • Communicate accurately and positively about recovery and the use of evidence-based treatments.
  • Use data and science to identify barriers, overcome obstacles, and inform decisions.
  • Be financially responsible; avoid waste, document accurately, seek new opportunities to serve.
  • Demonstrate compassion and respect for others.

SECONDARY RESPONSIBILITIES AND TASKS:

• Provide coverage for other positions on a short-term basis as needed.
• Participate in agency or team-based initiatives and projects as needed.

SUPERVISORY RESPONSIBILITIES:

This position does not have supervisory responsibilities, but may provide training to less experienced team members.

Qualifications: REQUIRED EDUCATION, EXPERIENCE:

• Preferred minimum to have a High School Diploma or GED.
• Preferred: additional education or training in practice management, medical office support, and/or administrative support processes.
• Preferred: 2 years of relevant customer service experience in a similar non-profit and/or health care environment.

COMPETENCIES AND SKILLS:

• Practices good customer service techniques with patients and co-workers, including using service-oriented language, open and positive tone and body language, prompt and accurate responses to requests for information, and a positive no-fault approach to issue resolution.
• Is knowledgeable about and appropriately applies procedures, requirements, regulations, and policies related to health care operations.
• Establishes and maintains professional communications and boundaries while managing complex situations and interacting with individuals diagnosed with substance use or co-occurring conditions; limits interactions with patients and guests to those appropriate for their own scope of work, and seeks the assistance of supervisor when appropriate.
• Utilizes both oral and written communications skills to effectively communicate with patients, co-workers, community resources, supervisors, and various other individuals encountered in the course of performing work while maintaining patient confidentiality and establishing professional rapport.
• Able to operate a computer, utilize basic MS Office programs, and effectively navigate and maintain patient records in an electronic medical records system.
• Uses verbal de-escalation techniques when working with upset individual on the phone or in person.
• Uses a positive tone and helpful disposition while explaining procedures and enforcing policy. Displays empathy and patience when assisting others who are struggling to understand concepts or complete tasks.
• Is accurate and detailed when working with procedures and data.
• Awareness of surroundings, and the ability to recognize situations that create safety concerns, disrupt the treatment environment, breach confidentiality, or otherwise conflict with CODA policy.

REQUIRED CERTIFICATIONS AND LICENSES:

• May be required to attain a Basic Life Support (BLS) certification or ability to acquire within 90 days of hire.
• Crisis prevention training completion within 90 days of hire.

PHYSICAL DEMANDS:

• Must be able to follow infection control practices and safely work in patient-focused environment.
• Must be able to perform Basic Life Support for 15 minutes continuously if certified in BLS.
• Must be able to occasionally lift up to 25 lbs.
• Must be able to operate a personal computer for prolonged periods, including reading from a computer monitor, keyboarding, and using a mouse.
• Must be able to speak and hear sufficiently to communicate effectively by phone or in person at normal volumes.
• Must be able to sit, stand, walk, reach, bend, and handle objects.
• Must be able to move from desk to patient counter and open and close heavy file drawers.

OTHER REQUIREMENTS:

• A negative result on all pre-employment, reasonable basis, and post-accident drug screens.
• An acceptable criminal record as determined by DHS, the Oregon Administrative Rules, and the Oregon Revised Statutes.