Clinic Assistant

About the role

This position will help support our upcoming Chippewa Falls PHP/IOP location opening Fall 2026!

Job Duties & Responsibilities

• Perform departmental clerical and receptionist functions timely and accurately.
• Communicate messages to others timely and accurately.
• Answer telephones in a courteous manner within three (3) rings, and direct calls appropriately.
• Greet and screen visitors and assist in meeting requests for information.
• Type general messages for the department.
• File documents in the unit manuals and resource areas.
• Coppy documents for unit staff.
• Sort and distribute mail.
• Maintain the filing system and ensure that needed forms are readily available.
• Perform Departmental Billing Functions Timely And Accurately.
• Produce complete and accurate claims.
• Prepare the Hospital deposit worksheet, the bank deposit ticket, and scanning all checks.
• Balance accounts receivable and prepare deposit reconciliations.
• Prepare professional, all-inclusive fee bills for submission to Accounts Payable.
• Prepare vendor bills for submission to providers.
• Post payment denials of insurance Explanation of Benefits into the billing system.
• Type and log hospital and physician payments into Excel spreadsheet.
• Aid with producing and mailing monthly statements.
• Maintain medical records in a functional, detailed, and accurate manner.
• Review all active medical records for filing needs, correct placement of forms, and new orders to be transcribed.
• File laboratory and other diagnostic reports in an accurate and timely manner.
• Maintain appropriate supplies for the unit and enter charges for patient-specific supplies and treatments.
• Sign out and distribute supplies in a fiscally prudent manner.
• Anticipate and arrange for department supplies to avoid interruptions in patient care or complaints from caregivers.
• Place weekly food orders.
• Facilitate communication and assist in providing information to patients, families, visitors, and health care providers.
• Report relevant information to the manager, appropriate health care provider or department.
• Prioritize tasks and demonstrate ability to organize workload.
• Respond to requests from physicians, patients, families, visitors, and health care providers.
• Take appropriate action.
• Respond to codes and crisis situations as needed, under the direction of clinical staff.
• Assist with patients at arrival and departure times under the direction of clinical staff.
• Participate in Hospital committees, meetings, and team projects.
• Demonstrate punctuality and preparedness.
• Participate in fire drills, evacuations, and emergency codes when circumstances exist.
• Perform duties as directed by the day treatment manager.
• Use computers and software to complete job responsibilities requiring written documents.
• Know and use standard office software platforms and electronic medical records system.
• Assist the manager and department staff by preparing documents and minutes.
• Promote department goals and the mission of the Hospital.
• Communicate goals to fellow staff members.
• Demonstrate measurable goal achievement.
• Maintain department policies and procedures.
• Include requirements and guidelines from external agencies (Joint Commission, state).
• Maintain and/or communicate the function backlog to the appropriate party at a set time.
• Educate new staff regarding regulations or requirements of those functions that relate to their areas or departments, as directed.
• Participate in in-services/seminars and other meetings to increase involvement and awareness of regulations.
• Participate in the performance improvement program.
• Gain understanding of the performance improvement process.
• Apply the performance improvement model to department activities.
• Participate in performance improvement teams that lead to improvement.
• Educate and involve self in the Hospital and the department performance improvement plans.
• Conduct self in a professional manner.
• Demonstrate organizational skills that promote timely response to all inquiries and to task completion.
• Communicate with all individuals in a positive and professional manner.
• Attempt to resolve individual issues with peers in a positive, calm manner, with a focus on solution.
• Communicate concerns and provide solutions for same.
• Attend outside seminars to promote professional growth.
• Demonstrate a positive and professional attitude toward all customers.
• Comply with the Hospital’s policies and procedures, including Human Resources, Infection Control, Employee Health policies and programs.
• Project a professional image by wearing appropriate, professional attire.

Education/Training Requirements

• Eighteen (18) years of age, or older.
• High school diploma required.
• Graduate of a two-year medical billing/coding program is strongly preferred.
• Proficiency with electronic health record software is required; Cerner is preferred.
• Previous experience working in a psychiatric setting is preferred.
• Valid driver’s license: will be required to have driving record approved by Rogers Memorial Hospital’s insurance carrier.
• Basic knowledge of equipment utilized to perform clerical duties.
• American Heart Association Provider CPR certification is required within thirty (30) days of hire. Annual re-certification is required.
• Formal training in crisis prevention and intervention is required within sixty (60) days of date of hire. Annual re-certification is required.