Medical Administrative Assistant II

Medical Office Administrative Assistant II | Tulsa, OK

Pay: $19/HR

 Administrative Duties

General administrative support

• Provide administrative support to supervisor.

• Perform word processing, prepares correspondence, reports, manual, and other written Proof all typed material with original form for accuracy. Recommend any editing improvements to documents.

• Perform related data entry tasks and database management Create forms, tables, spreadsheets, and assists in special projects.

• Maintain filing for program.

• Register clinician and/or directors for conferences. Arrange travel/lodging, if necessary.

• Provide on-site consultation and problem-solving expertise for office staff.

• Identify and immediately communicate related workflow issues, concerns, and/or operational functions to the Supervisor to improve efficiency and client service.

• Cover front desk for meetings or occasional unexpected absences.

• Inventory and maintain adequate supply of clinical assessment tools.

Compliance Duties - if applicable/varies by program

• Complete Medicaid Eligibility Verifications and procure of Medicaid numbers and Member ID numbers when required.

• Monitor and comply with standards for implementation of program assessment tools; provide notification/reminders to staff for compliance with Score and provide results as necessary.

• Utilize EHR system and other resources to generate and delivery assigned daily, weekly and monthly reports.

Cash and credit card management

• Conduct bank runs for petty cash and change reserve, purchase gas cards, and follow agency protocols regarding check-out of agency charge cards (i.e. WalMart, Office Depot, etc).

• Ensure safety and security of all agency monies (i.e. petty cash funds, assigned agency credit cards, etc.) with highest integrity by following all established policies on front desk cash handling and reconciliation procedures.

     Front Desk Workflow:

Open and close building; Set call-forwarding before leaving each evening and restore system each morning. Ready the reception area each working day and ensure the front desk is fully operational at the start of business hours.

Client and Public Engagement:

• Greet and assist all visitors and clients. Be courteous, polite and helpful to the public and clients at all times with continuous awareness of maintaining a positive agency image.

• Calmly and efficiently assist with complaints and difficult or emotional client situations; handle all situations in a professional manner, exhibiting excellent customer service skills at all times.
  

Financial Recording of Daily Business Activities - if applicable varies by program.

• A. Make payor source assignments in the electronic system. Determine financial status of patients and record and update financial information in the EHR system; record and collect client fees and co-pays.

• B. Ensure all services reported are captured and entered into the EHR system according to protocol. Prepare and audit EHR system "End of Business Day'' reports to ensure accuracy in day-to-day functions.

• C. Provide immediate notification to supervisor regarding client accounts, delinquency of client payments and issues involving timeliness of service entry into the EHR system.

Program Specific Duties

• Collect and enter criminal justice data on specific clients including assessment date, referral source, judge, criminal history, charges, children, etc.

• Collaborate with supervisory staff and program consultants around data collection, reporting, benchmarks and program outcomes.

• Collaborate with staff on system improvements to address data collection and data input.

• Maintain data system expertise to maximize tracking and reporting benefits.

• Develop and oversee tracking systems for special projects and new programs.

Management and Expansion of Grants, Contracts and Internal Benchmarks

• Manage the grant for employment and education services as needed.

• Develop and maintain employment outcome data collection and reporting.

• Create efficient billing and invoicing procedures for the grant.

• Maintain monthly Participant Activity Sheets.

• Submit and track reverse referrals for clients.

Education

Required

High School Diploma or Equivalent

Preferred

Bachelors or better in Business Administration or related field.

Bachelors or better in Psychology or related field.

Required

• Office management experience.

• Must be able to type a minimum of 40 WPM. Requires ability to work with the public, ability to maintain professionalism at all times and ability to maintain confidentiality. Advanced Microsoft office skills required. Must possess an Oklahoma Driver License and use personal automobile to travel to locations other than primary office.

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