Administrative Assistant
Administrative Assistant
Administrative Assistants work closely with staff, clients, and guardians regarding opening/closing of the clinic, managing the front office, and are a vital role in ensuring clients are seen each day.
TYPICAL DUTIES
- Answer the phone in a professional and pleasant manner and check voicemails. Return calls and relay messages to therapists, as needed.
- All conversations should be vetted by HIPAA requirements and specific information about patients should only be disseminated to parent/guardian, referring physician or specialist, and anyone with a Release of Information on file.
- Monitor fax for new referral documents and current patient documents that need to be processed.
- Build file for all new referrals. Update current files as needed if information ever changes for a patient.
- Review all new patient orders/referrals/scripts to ensure provider’s signature, date, and an ICD-10 diagnosis code is present.
- Fax scripts to provider’s if one was not already faxed or there was an issue with the received referral.
- Fax intraoffice referral forms to patient’s provider if current therapist recommends other therapy service. Fill in and fax a script request with the intraoffice referral.
- Review fax requests that have been sent to doctor’s weekly and send additional fax requests as needed until the document is received. Call provider as needed if it has been multiple attempts to try and retrieve a document.
- Contact provider offices when concerns present for new referrals.
- Build rapport with nurses and referral managers to help with any referral questions.
- Manage waitlists for all services and schedule evaluations based on current availability.
- Send a letter to patients if you have made multiple attempts to schedule an initial evaluation and have not had success contacting the family. Notify referring provider via fax of multiple attempts, too.
- Thoroughly review what is expected of the family for the initial evaluation, and ensure they know time, date, and location. Set up the family with the Patient Portal so they can complete initial intake paperwork in advance.
- Thoroughly review the completed new patient paperwork to ensure everything is signed, dated, and initialed.
- If patient no call-no shows for schedule initial evaluation, then notify referring provider.
- Schedule recurring appointments once evaluation is complete once notified by Billing manager.
- Make schedule changes as needed per patient’s family request. Add to list of pending schedule changes if nothing is currently available.
- Check patients in as often as possible, mark as cancelled when notified in advanced, or mark as a no call-no show if patient does not notify of cancellation and does not show to their scheduled appointment.
- Send attendance letter if patient is not compliant with attendance policy.
- Add case notes in patient’s file for every attempt to contact the family, or add a case note for any important conversations had with the family.
- Scan all new patient documents into the system when received or completed.
- Print all initial evaluations, progress notes, and reassessments when notified by therapists.
- File all patient documents into the patient’s physical file, after it’s been scanned or printer.
- Update the patient’s parent/guardian if we are needing a new care authorization and monitor receipt of new authorization to continue set therapy schedule or cancel as needed.
- Coordinate with therapists for planned outings to reschedule patients or cancel as needed. Call family to offer makeups when availability presents.
- Notify families of same day cancellations when a therapist calls out. Offer makeups or find availability. If no availability, then clinic cancel appointments.
- Manage the annual paperwork spreadsheet to ensure we have updated paperwork for each patient annually. Send paperwork through the Patient Portal or provide paper copies upon parent request.
- Monitor clinic cleanliness. Refill soap dispensers, paper towels, and toilet paper as needed in the bathrooms.
- Take out the trash when full. Take out the kitchen trash every Friday and clean out the fridge, if needed.
- Place supply orders every Wednesday. Monitor daily what is needed to prepare for the Wednesday order.
- Print discharge paperwork when notified by therapist. Move physical file to discharge cabinets.
- Process payments made by parent/guardian via credit card, check, or cash, and update their account to reflect the payment made. Ensure money wallet is taken to Leitchfield clinic if someone paid by check or cash.