Staff Assistant II

Reporting to the Practice Manager, the HUGHP Behavioral Health staff assistant is responsible for the workflow at the front desk, serves as the primary contact with patients, and provides administrative support to the BH providers. Duties include greeting and assisting patients in the clinic, answering the clinic’s telephones, scheduling and confirming clinical appointments, routing messages to providers, processing incoming and outgoing clinical correspondence, maintaining files, processing and tracking  referrals, managing patient flow, collecting co-payments, serving as a liaison to the billing department, maintaining wait lists, assigning triage, processing insurance prior authorizations for medications, and problem-solving IT issues for clinical staff.  As a collaborative team member, the Staff Assistant II facilitates access to health care and continuously strives to improve services provided, providing excellent customer service.  Performs other related duties as needed.  

Job-Specific Responsibilities:

• Provides a variety of patient-centered services. 

• Prepares medical records for release of information ensuring that confidentiality is maintained.

• Makes appointments, ensuring patient eligibility following proper protocols.

• Checks in patients and collect co-payments.

• Distributes mail.

• Makes copies of charts and materials for the department.

• Performs data entry.

• Performs scanning of materials that are filed in the electronic record.

• Archives records and files.

• Performs transcription and other general office responsibilities such as typing and sending out letters, e.g., treatment referrals, patient satisfaction surveys, clinic schedules, room’s schedules, forms, etc.

• Assists clinicians with the hospitalization of patients by calling the ambulance, making copies of permission paperwork, etc. 

• Assists with special projects, e.g., health fairs, website, referral project, HUGHP workgroup, etc.

• Has a working knowledge of HUGHP, HUHS and BC/BS insurance issues.

• Assists with the processing of BC/BS patent authorizations and claims and problem solve with BC/BS representatives when issues arise.

• Serves as a liaison to billing department.

• Maintains wait list and assigns triage.

• Processes insurance prior authorizations for medications, and problem-solves IT issues for clinical staff.

Professional/Team Workplace Accountability:

• May be required to provide coverage for other areas.

• Follows department policies and procedures for communicating and organizing information and carrying out protocols.

• Attends staff meetings and educational offerings required by the departments.

• Performs related duties as required.

Compliance:

• Adheres to the expectations and professional responsibilities of the department. 

• Employs the standards, practices, and procedures of the department. 

• Completes and complies with HUHS training requirements including HIPAA Privacy and Security. 

• Reports non-compliance incidents to the supervisor, manager, and/or Compliance Officer.