Support Staff Specialist - Licking

DISTINGUISHING JOB CHARACTERISTICS

Performs front desk and administrative functions to support office operations and clinical staff.    Greets and serves clients, visitors and other job contacts and provides responsive general direction and assistance.   Answers telephones, maintains files, types, creates documents and performs other administrative duties.  

ESSENTIAL DUTIES AND RESPONSIBILITIES

Employees are expected to perform essential duties to performance standards. As needed, reasonable accommodations will be made for otherwise qualified employees with disabilities that are covered by the Americans with Disabilities Act (ADA), in so far as the accommodation does not create an undue hardship on Behavioral Healthcare Partners of Central Ohio, Inc. (BHP).

• Performs front desk and administrative functions to support office operations and clinical staff. Greets and serves clients, visitors and other job contacts and provides responsive general direction and assistance. Maintains files, types, creates documents and performs other administrative duties.  
• Checks clients in and out of office and provides client general directions and other general assistance. Verifies client’s demographic information including address, telephone number, insurance coverage, co-pay amount and other information.   
• Collects client’s insurance co-payments and account balances and logs payments. Scans copies of insurance cards and transfers calls to billing.
• Manages telephones by turning phones on and off during posted hours, answers phones, answers routine questions, routes calls, and returns calls to callers who have left voicemail messages.
• Enters client’s demographics, insurance information, health history, and other client data into Electronic Health Record software.
• Ensures clinical staff schedules are full.
• Opens and closes building and ensures office is opened during BHP’s posted hours of service.
• May distribute inter-departmental and other mail to BHP locations in Licking County.
• May be assigned to work in Licking County or Knox County.
• Maintains confidentiality of HIPAA and other confidential and sensitive information.
• Maintains the highest level of integrity and professionalism in all aspects of job performance.
• Keeps abreast of current trends and “best practices” in the field. Attends and participates in required trainings on topics relevant to the job and to behavioral healthcare.
• Performs job responsibilities and maintains all records in accordance with BHP’s policy, procedure and protocol, and as appropriate to the job, all regulatory authorities’ accreditation/licensure/certification standards, and all applicable laws and regulations.
• Works assigned schedule, exhibits regular and punctual attendance and works outside of normal schedule as required.

OTHER DUTIES AND RESPONSIBILITIES

• Performs other duties as assigned.

SCOPE OF SUPERVISION:

None

EQUIPMENT OPERATED

Computer, telephone, copier, fax, and other general office equipment; personal vehicle.

CONTACTS WITH OTHERS

Clients, staff, applicants, board members, volunteers, community professionals, general public.

CONFIDENTIAL INFORMATION AND DATA

Client medical and financial records and other confidential or sensitive information.

WORKING CONDITIONS

Good office working conditions when working in the office. When working in other BHP facilities, the employee is exposed to conditions within those facilities.  Possible exposure to inclement weather and traffic conditions when traveling to and from worksites.  Ability to telework during emergency health related or inclement weather situations, or as required by management.

USUAL PHYSICAL DEMANDS

The following demands are typically used and exhibited by employees when performing this job’s essential duties and responsibilities, They are not, and should not be construed to be qualification standards. Rather, they are illustrated to help BHP and otherwise qualified employee or job applicant with an ADA disability identify essential job duties that need to be reasonably accommodated, and the type of appropriate reasonable accommodation which may be available which does not create an undue hardship on the employer.

The employee frequently converses verbally with others in person and by telephone.  The employee regularly exhibits digital dexterity and eye-hand coordination when performing general typing, word processing, data entry, paperwork and other similar tasks. The employee frequently sits for extended periods of time, and frequently walks through various types of environments. Vison demands include close, relatively detailed vision when using a computer screen, and performing other tasks.  The employee frequently sits in a vehicle for periods of time while driving to and from various locations.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:  standard office practices and procedures; basic knowledge of HIPAA practices; telephone system operation procedures.

Ability to:understand and follow general instructions; exhibit a pleasant public manner and telephone etiquette; maintain accurate and complete work records; accurately post information in computer system; develop and maintain effective working relationships with co-workers and other job contacts; demonstrate respect and sensitivity for cultural and personal differences; contribute toward building a positive and productive team working environment; maintain confidentiality of confidential and sensitive information; consistently exhibit job competency, ethical conduct, integrity and trustworthiness; embrace and effectively adapt to organizational change; exhibit behavior and conduct consistent with BHP values and policies.

Skill in:  verbal and written communication; customer service; operating general office equipment; applications of job software programs including Electronic Health Record software, Microsoft Office Suite, and other job related software; filing documents in alphabetical, numerical and subject order.

QUALIFICATIONS

Applicable laws or regulations require that employees assigned to some jobs attain a specific level of education, experience, or training, and license or certification. For other jobs, a combination of various levels and types of education, experience, training, and license or certification may qualify a person to perform essential duties of this position. Qualifications specified for this position are:

Education, Experience and Training

High School Diploma or GED with one to three years of office administration experience.

Licenses or Certifications

None

Additional Qualifications

Upon conditional hire, and as a condition of employment, each employee is required to submit to and pass a drug test, criminal background check, and may be required to submit to driving record check, personal vehicle inspection, and be insurable under BHP’s driving insurance provider guidelines depending on job assigned job duties.

Ability to document personal identity and employment eligibility within three days of original appointment as a condition of employment in compliance with Immigration Reform and Control Act (I-9) requirements.