Secretary II -Adult Outpatient Services

Secretary II
- Adult Outpatient Services This position will be located at our Adult Outpatient Clinic in Dothan, AlMonday-Friday 8am-5pmPOSITION SUMMARY/FUNCTION Assist incoming consumers with services needed and/or requested. Assist therapeutic staff with daily tasks to ensure consumer needs met. Ensure the program complies with all necessary standards, policies, and protocols. Secretary II primarily responsible for all administrative duties for the facility.

ESSENTIAL DUTIES/RESPONSIBLITIES/FUNCTIONS/TASKS:
1. Maintain Clinical Record

A. Scan and import any incoming or collected materials in EMR chart that was requested in accordance with established procedures. (ex. Proof of income, insurance cards, records, etc.)B. Verify Medicaid/ Medicare/ Insurance monthly, and/or additional authorizations to include annual roll over of MI pre-auth.

C. Activate insurance reimbursements when changes occur.

D. Set up staffing maintenance dates in computer to include program admissions for all active consumers to include those receiving Medicaid.

E. Activate consumers in EMR.F. Perform administrative review of clinical chart in order to facilitate staffing every three (3) months or six (6) months; based on reimbursement source.

G. Ensure all clerical forms are updated and completed accurately within the time allowed.

H. Ensure billing adjustments are completed; when needed and/or requested.

I. Produce service logs for any services proven as rendered but not billed.

J. Request any missing clinical information pertaining to the clinical record.

K. Complete actions needed in order to conduct program transfers and terminations.

L. Make corrections in accordance with Quality Assurance.
2. Provide Therapeutic Support Service

A. Maintain daily, intake, and emergency assessment appointments for therapist.

B. Notify therapeutic staff of consumer arrival, ensuring consumer signature on daily sign in sheet.

C. Maintain staffing schedule; ensuring cases are staffed within allotted time frame; to include production of staffing log for LPC signature.

D. Receive and deliver phone messages accurately and timely.
3. Provide Psychiatric MD Staff Support Service

A. Maintain physician appointments (where required).

B. Maintain nursing appointments for facility injections (where required).

C. Collect all monies due for physician/nurse services at time of service.

D. Ensure consumer receives medication information sheets and obtain signature of receipt of said documents.

E. Establish PAP services for all eligible consumers; ensuring all signatures obtained by consumer and physician. To include acceptance to program, ordering of medication, and keeping current with program.
4. Provide other administrative service.

A. Maintain adequate program supplies, ensuring supplies ordered only as needed and costs remain within budget guidelines.

B. Maintain petty cash and/or other monetary funds; ensuring accurate documentation of transactions while upholding company financial policy.

C. Ensure billing documents are accurate and entered daily.

D. Maintain monthly and quarterly fire drill/severe weather records.
5. Performs other duties including but not limited to:

A. Perform typing duties ensuring work is completed in a timely manner with minimal errors and in compliance with applicable standards.

B. Knowledge of mental illness, and/or substance use.

C. Treat others with respect and courtesy at all times.

D. Ensure necessary documentation is completed in a timely manner with minimal errors and in compliance with applicable guidelines and policies.

E. Receive and respond to inquiries promptly and courteously.

F. Meet with supervisor as established.

G. Follow guidelines of Spectra Care Personnel Policy, Spectra Care Clinical Policy, including but not limited to the Alabama Administrative Code, CMS, and all other applicable regulating and contractual entities.

H. Participate in training, workshops, in-services, and/or administrative meetings as assigned.

I. Ensure any necessary documentation is completed and up to date before annual leave or personal leave is taken.

J. Adhere to Dress Code as set forth in the Spectra Care policies and procedures.

K. Respond to emergency and/or crisis situations as they arise.

L. Functions and performs well in stressful environments and manages work related stress to ensure the safety of others.

M. Demonstrates a willingness to work on any unit / program at Spectra Care based on facility needs as directed.

N. Ability to conform to Spectra Care’s Core Values as duties are…