Clinical Administrative Assistant

Description

Clinical Administrative Assistant

Location: This is an in person position based out of Denver, CO; hybrid work may be available

Compensation: $20.00/hr; paid bi-weekly

Schedule: Approximately 10 hours per week to start

Employment Type: W-2 Part-Time Employee;
Non-Exempt

The Colorado Center for Clinical Excellence (The Colorado Center, or CCCE) is seeking a detail-oriented, reliable Clinical Administrative Assistant to support administrative, billing, records, and workers’ compensation workflows. This position reports to the Office Manager and begins at approximately 10 hours per week, with the possibility of additional hours after the first 3 months depending on practice needs and performance. This role is well suited for someone who is very organized, careful with confidential information, comfortable communicating with patients and professional contacts, and able to follow step-by-step administrative procedures accurately.

This position requires someone who is careful, organized, and trustworthy. Much of the work involves confidential patient information, time-sensitive communications, and documentation that must be completed accurately. The ideal candidate is comfortable with repetitive detail-oriented tasks, can manage follow-up deadlines, communicates professionally, and understands when to elevate questions to the Office Manager or clinician.

• Send progress notes by email or fax to appropriate workers’ compensation stakeholders, which may include insurance adjusters, Authorized Treating Physicians, and nurse case managers.
• Prepare and send requests for additional session authorization to insurance adjusters, copying other appropriate parties when needed.
• Track authorization requests and responses.
• Notify the treating provider when an authorization request is approved, denied, or when the response deadline has passed.
• Upload authorization approvals, denials, and related communications into the patient’s EHR chart so they are accessible to clinicians and administrative staff.
• Follow established templates and procedures for professional communications involving progress notes, authorization requests, and related documentation.

• Contact patients regarding missing forms, missing payment information, superbills, and related administrative needs.
• Review documents and chart files before upcoming workers’ compensation or private-pay intake appointments.
• Check whether required intake materials have been completed, including disclosure forms, questionnaires, telehealth agreements, Notice of Privacy Practices forms, and credit card information.
• Notify clinicians at least one full working day before an intake appointment if required forms or payment information are missing.
• Ask clinicians whether they would like administrative staff to contact the patient with a reminder.
• When requested, contact patients by phone and email to remind them to complete missing forms or payment setup through the patient portal.

• Send intake forms to new workers’ compensation evaluation patients and document the process.
• Receive referral information from clinicians or referral sources and help coordinate the next administrative steps.
• Acknowledge receipt of referrals to referral sources by phone, email, or fax.
• Contact referred patients to schedule evaluation appointments.
• Explain basic appointment logistics to patients, including appointment length, in-person versus telehealth options, and the need to complete patient portal forms.
• Follow up with patients who do not respond within established time frames.
• Notify the referral source if the patient cannot be reached and an appointment has not yet been scheduled.
• Once an evaluation is scheduled, notify the appropriate stakeholders of the appointment date, time, and whether the appointment will be in person or by telehealth.
• Track receipt of required forms and notify the evaluator if the patient is not ready for the intake appointment.
• Enter new patient demographic and insurance information into EHR.

• Receive…