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Secretary & Prior Authorization Specialist

Job Summary:
This position performs diversified administrative support functions vital to the day-to-day clinical operations and revenue integrity for the department. In this position, one must possess and display strong interpersonal skills, communicate effectively to internal and external parties, and respond to all inquiries in a timely, professional manner.

Duties:
- Types memorandums, policies, committee minutes, manuals, letters, forms, procedures, special projects, technical papers, and other general typing as directed, initiating other documents and correspondence as appropriate.
- Maintains departmental policies and procedures and other administrative manuals. Maintains books/binders for meeting minutes, financial and other administrative reports.
- Processes and maintains confidential information such as staff personnel files, human resource information, and administrative correspondence.
- Opens and sorts incoming mail; distributes correspondence and other materials for Directors, Managers and Coordinators.
- Performs other administrative support functions such as calculating/tallying of survey results, data entry, and report creation, i.e., statistics.
- Maintains and completes administrative forms as requested, i.e., check refunds, mileage and expense vouchers. Completes departmental payroll, i.e., timecard and associated tracking.
- Assists Directors, Managers and Coordinators with completion of special projects as required.
- Assists with hiring process by arranging interviews and coordinating process with Human Resources.
- Orders and maintains inventory of supplies for facility.
- Performs customer service functions of answering phones, recording and forwarding messages, and greeting customers in a polite and timely manner.
- Registers patients in the system and rehab specific EMR (Insight Care) to ensure accurate billing. Tasks include pre-registration and re-registration every 30 days (if necessary).
- Verifies insurance coverage for all rehabilitation services and documents detailed coverage in the EMR. Must access various electronic insurance portals and phone trees to determine insurance coverage.
- Maintains accurate clinical schedules, scheduling patients for initial and recurring therapy visits in the rehab EMR.
- Ensures therapy plans of care are completed and routed in a timely fashion to comply with regulatory requirements and system-wide quality standards.
- Responsible for point-of-service collections, including co-pays and deductibles. Records and processes collection in accordance with system policies.
- Processes daily billing charges, completes charge reconciliation to ensure billing accuracy, and identifies and assists with correction of billing errors.
- Performs general office support including but not limited to typing, data entry, filing, copying and scanning. Assist with reports and data collection as directed.
- Performs other duties as assigned.

Qualifications:

Education: High school diploma or equivalent.

Skills: Typing skills, calculator, Personal Computer, proficient in MS Word, Excel and Power Point, Teams, established filing system, office procedures, compose letters/memorandums, phone etiquette, coordinating events. Good interpersonal skills in order to positively represent both the department and the system to callers and visitors. Must be able to work calmly and efficiently under stress in a busy environment. Must be self-directed and detail-oriented, with attention to accuracy. Ability to multi-task and prioritize competing needs.

Years of Experience: Three to Five years of secretarial experience.

License: N/A

Certification: N/A

Physical Requirements: Able to move from one office/work area to another. Occasional lifting up to 25 pounds, bending or reaching. Sitting and/or standing for extended periods.

OSHA Exposure Classification:

Personal Protective Equipment: As required by infection prevention and control policies

The above list of accountabilities is intended to describe the general nature and level of work performed by the positions; it should not be considered exhaustive.

Qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity or gender expression, age, disability, military or veteran status, height, weight, familial or marital status, or genetics.

Equal Opportunity Employer/Drug-Free Workplace