Medical Practice Administrator

JOB DESCRIPTION

Why Us?

Outpatient mental health and wellness clinic serving Charlotte and surrounding. We also service Columbia, SC and Florida. We have an immediate need for a full time Office Administrative Assistant Position to come join a trusted team! Bridging the Gap of America, Inc. is a leading provider of mental health and wellness treatment. It is fast-paced and challenging, but you will have lots of fun in the process. You will have the opportunity to meet other motivated professionals who are also making a positive impact at our company; we are committed to investing our resources in you. Bridging the Gap of America, Inc. is an equal opportunity employer.

Could This Be For You?

The Office Administrative Assistant provides the highest level of customer service to patients, fellow employees and referral sources through the coordination and administration of the front office activities. Typical responsibilities include all aspects of the clinic administrative operations from medical record charting, organizing, scheduling appointments, validating insurance and payment authorization, inputting claims, processing payments, minor bookkeeping, performing account collections, conducting billing research and responding to telephone inquiries. Ensure billing for all services provided is accurate, timely and fully documented. Provide efficient cash collection through excellent reimbursement practices while ensuring compliance with relevant laws, regulations and established Company policies and compliance programs.

Your Impact

Depending on the operational requirements and size of the Agency, this position may include some or all of the functions or roles listed below:
Patient Check In:

• Responsible for all aspects of patient appointment scheduling, insurance verification, creation of new patient charts and maintenance of patient records in accordance to Hanger compliance policies, scanning and filing patient documents, ensuring complete and accurate information, managing incoming phone calls, timely completion of all assigned tasks.
• Collecting patient urinalysis and processing those urinalysis
• Creating Patient Charts and filing
• Office cleaning
• Orienting

Patient Check Out:

• Provides administrative support for all aspects of closing a patient visit including obtaining insurance authorization, providing financial counseling for patients, posting over the counter (OTC) payments, timely completion of all assigned tasks, mail forwarding tasks and daily document research on an electronic health/medical record system, coordinating with clinical staff in managing in progress services, scheduling return appointments, reviewing and managing incoming documents and tasking to appropriate parties to outstanding requests for information.

Billing:

• Reviews charge information to ensure accuracy per payer requirements; makes corrections as needed.
• Manages services in progress and updates to accounts receivable (AR) once items are delivered, maintaining AR levels over 120 days at or below target level.
• Responsible for reviewing claim edits and resolving them, working claim rejections and denials, performing voids and corrections as necessary.
• Responsible for submitting clean and accurate claims; accurate completion of patient chart required elements
• Timely completion of all assigned tasks.
• Generating reports to ensure that claims are processed within timely filing limits. Will also run claim edit metrics to determine the type of edit issues that are recurring to aid in future training.

Collections:

• Manages the accounts receivable and collections process; timely completion of all assigned tasks.
• Assumes responsibility for maintaining company mandated collection standards.
• Prepares outstanding accounts reports and gathers credit and/or reference information.
• Manages both the internal bad debt process and the external collection agency’s process for Private Pay accounts.
• Maintains database by entering, updating, and retrieving data, as well as formatting and generating reports.
• Resolves outstanding invoice problems from past due accounts. Responds to inquiries from customers or external collection resources.
• May place calls or send messages to those with unresolved issues.

Inventory:
Assist with inventory as directed by Director and/or Program Manager as detailed below:

• Assist in reconciling items currently in use by clinicians to items in the inventory system
• Assist in counting inventory
• Assist in data entry of inventory counts
• Notifying Director of needed inventory

Minimum Qualification:

• High school diploma or GED required.
• 2 years of office administrative experience
• A valid driver’s license and driving record within the standards outlined within Hanger’s Motor Vehicle Safety Policy and Procedures.

Preferred Qualifications and Experiences:

• At least 3 years of experience with electronic health/medical record systems and billing
• Working knowledge of HIPAA and other medical insurance regulations and terminology for private payer, state and federal plans including coding, billing and reimbursement protocols.
• Ability to type 40 correct words per minute.
• At least 2 years of computer and office equipment experience including MS Office products (Word, Excel), e-mail and automated billing systems, facsimile machines, calculator, postage machine, copiers, etc.
• Basic administrative accounting skills.

Physical Requirements:

• While performing the duties of this job, the employee will regularly be required to sit, walk and stand; occasionally bend or twist; regularly talk and hear, both in person and by telephone; use hands to operate standard office equipment; reach with hands and arms (to include reaching overhead); and lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

NO PHONE CALLS/ WALK-INS: In an effort to maintain our highest level of customer service to our patients, no phone calls or walk-ins from prospective candidates, recruiters, staffing agencies or contractors will be accepted by the local Hanger Clinic. Please respect our policy. Any necessary inquiries should contact our corporate Talent Acquisition department.
Additional Success Factors

• Results-driven achiever with exemplary planning and organizational skills, along with a high degree of detail orientation.
• Resourceful team player who excels at building trusting relationships with patients, referral sources, and colleagues.
• Personable office professional whose strengths include cultural sensitivity and an ability to build rapport with a diverse population in multicultural settings.
• Flexible team player who thrives in environments requiring ability to effectively prioritize and juggle multiple concurrent projects in a fast paced environment.
• Strong interpersonal, oral (including telephone) and written communication skills.
• Basic administrative accounting skills.
• Demonstrated ability to provide a high level of customer service to patients, fellow employees and referral sources.
• Act with integrity in all ways and at all times, remaining honest, transparent, and respectful in all relationships.
• Keep the patient at the center of everything that you do, building lifelong trust.
• Foster open collaboration and constructive dialogue with everyone around you.
• Continuously innovate new solutions, influencing and responding to change.
• Focus on superior outcomes, and calibrate work processes for outstanding results.
• Other duties as assigned

Our Investment in You

• Competitive salary.
• Annual target bonus or commission.
• Paid vacation
• Frequent company update talks with our leadership team.

Bridging the Gap of America, Inc. is committed to providing equal employment opportunity in all aspects of the employer-employee relationship. All conditions and privileges of employment are administered to all employees without discrimination or harassment because of race, religious creed, color, age, sex, sexual orientation, gender identity, national origin, religion, marital status, medical condition, physical or mental disability, military service, pregnancy, childbirth and related medical conditions, special disabled veteran status, or any other classification protected by federal, state, and local laws and ordinances. The Company will comply fully with all applicable state or local fair employment laws that forbid discrimination or harassment on the basis of other protected characteristics. Retaliation against any employee for filing or supporting a complaint of discrimination or harassment is prohibited.

Job Type: Full-time
Pay: $30,000.00 – $40,000.00 per year

Benefits:

• Health insurance
•  Paid time off

Medical Specialty:

• Addiction Medicine
•  Psychiatry

Schedule:

• 8 hour shift
•  Day shift
•  Monday to Friday
•  On call

Education:

• Associate (Required)

Experience:

• Customer service: 3 years (Required)

License/Certification:

• Driver’s License (Preferred)

Ability to Relocate:

• Charlotte, NC: Relocate before starting work (Required)

Work Location: Multiple locations