UNIT CLERK/SECRETARY/COORD

About the role

The Program Secretary/Unit Clerk is responsible for the Behavioral Health Program's daily administrative duties and provides assistance to the Behavioral Health Program Director. Responsibilities include answering the phone, scheduling appointments, attending meetings, greeting visitors, identifying areas for improvement, managing HR tasks, and more.

Responsibilities

• Answers the phone, responding to all requests for information
• Schedules Unit assessments, meetings and appointments as appropriate
• Attends Unit and Hospital meetings as directed
• Greets visitors, patients, and their families coming to the Unit
• Identifies areas needing improvement and utilizes the facility performance improvement process
• Manages all CQI+ paperwork, submission, data entry, communication and audits
• Collections required documents for PAF/On-Board processing i.e. offer letter, ARC, non-Compete (if applicable), etc.
• Liaises with hospital in obtaining general Hospital orientation scheduling, ensures all orientation is completed in a timely manner
• Coordinates with supervisors and corporate HR during the pre/post-employment process as it relates to employee required processes and documentation
• Ensures new hire forms are completed/received in a timely manner, and in accordance with regulatory and policy requirements
• Coordinates receipt of I-9 forms to meet USCIS requirements
• Maintains new hire packet documents and distributes as required
• Responds to all intake calls; records information on intake form to pass on to the Clinical Access Coordinator
• Manages HBIPS data auditing and collection including monthly audits of patient charts (EMR) and data entry into MHO database
• Reports to director any potential shortcomings found to the Program Director
• Keeps materials organized and available with required information regarding unit activities
• Tracks all training including Core Competencies, SECURE, HIPPA, etc.
• Keeps current license information on file for licensed employees
• Inputs daily census into HorizonPlus. Enters required data into HorizonPlus system and generates monthly reports to track and trend referral, admission and discharge data
• Utilizes data to complete program’s key statistical reports and generates reports as needed for the SVPO, VPCE, program director and client hospital leadership when requested
• Utilization Review: initiates pre-certification calls for private insurance and managed Medicare and Medicaid plans. Also provides concurrent reviews throughout the patient’s stay
• Tracks utilization review outcomes
• Manages insurance appeal process and works with hospital Denial Management Coordinator
• Prepares payroll documents including time sheets, Verification of Hours, exemption reports, PAFs
• Ensures facility is safe and reports deficiencies to the Program Director
• Ensures confidentiality of all information encountered
• Aids in the admission process by coordinating with business and admitting offices. Gathers relevant descriptive and financial information as needed and routes information to appropriate personnel
• Strives to make productive use of time through careful coordination of assigned tasks, setting priorities, and reducing non-essential interruptions in order to be responsive to the needs of the Units and the Program Director
• Promotes and develops positive, professional interaction with peers, senior management, and staff through effective written and verbal communication, listening, and feedback in times of organizational change
• Reviews newly admitted patient accounts for eligibility and authorization daily. Corrects issues identified and reports errors to the Program Director
• Affords assistance in submission of reports and requests for documents from various regulatory agencies; re: PA Dept. of Health, CAP and Joint Commission
• Prepares and disseminates monthly reports and completes required follow up on activities on behalf of the Director. Prepares and submits all operational tasks/documentation (census report, PIORS) as required by the corporate offices
• Regularly collects data to provide input and/or feedback to appropriate customers/suppliers (i.e., teams, supervisors, co-workers, vendors, nursing agencies) to improve work
• Affords assistance in maintaining the budget for the Behavioral Health Administration’s cost center
• Maintains schedule for filing court paperwork and hearings. Works closely with court personnel to maintain good relationships
• Reviews and evaluates all incoming invoices and expense reports to verify accuracy before forwarding to the appropriate recipient
• Classifies, sorts and files correspondence, records and other documents
• Orders all office supplies
• Oversees all maintenance on office related equipment
• Facilitates special events as needed
• Other duties as assigned

Qualifications

• High school or GED
• CNA (Certified Nursing Assistant)
• One to five years of experience in a similar position and/or industry
• Willing and capable of assisting with CNA duties on the unit when needed
• Good organizational skills and experience in some form of secretarial/administrative assistant duties