MENTAL HEALTH OFFICE COORDINATOR

Job Title: Mental Health Office Coordinator

Primary Function and Relationship to the Total Organization:  Office Coordinator will be tasked with the clerical duties for the Outpatient Mental Health department at the Humboldt County Memorial Hospital. The office coordinator will need to be able to work alone, and to use critical thinking to address concerns/issues and reporting these concerns/issues to the appropriate department. The ideal candidate should also have a solid understanding of the mental health clinic and agency services in our area.

Reports to: Mental Health Director 

Supervises: None

PRIMARY JOB RESPOSNIBILITIES/COMPETENCIES:

1. Must maintain composure in environments of elevated stress to include but not limited to professionally and calmly handling crisis situations in the form of telephone calls or in person to determine appropriate next steps in the assessment process.
2. Must be comfortable and competent in working with individuals who have experienced complex mental, emotional, or relational trauma.
3. Answer all phone calls in a punctual and professional manner.
4. Knowledge of behavioral health services/treatments, and mental health scales.
5. Work efficiently, effectively, and collaboratively in a multi-disciplinary team to ensure excellent patient experience. Coordinate with other departments for patient care.
6. Answer all phone calls in a punctual, professional manner and follow up on voicemails in a timely manner. 
7. Pre-register all upcoming appointments and contact guardians/patients to update insurance if needed.
8. Completing Patient, Billing, and referral work queues in our EMR EPIC Systems as assigned by the Revenue Cycle Manager. 
9. Responsible for the registration of incoming clients seeking therapeutic services.  
10. Collect Co-pays, Co-insurance, deductible, or past balances. 
11. Follow up on Workers Compensation, or Third-Party Liability Coverage when applicable
12. Assist with Crime Victims Assistance Forms and Documentation as needed. 
13. Perform estimates for all new patients, and complete NSBA Consents when applicable for out of network insurers, and self-pay patients within policy guidelines
14. Ability to work within multiple programs such as the EPIC, Well App, Secure Pay-Ability, Microsoft Office.
15. Schedule EAPS (Employee Assistance Program), and psychotherapy appointments based upon insurance coverage and patient need. 
16. Update the schedule as needed per the provider request including rescheduling patients if needed. 
17. Follow up and Complete internal/external referrals in a timely manner.
18. Follow up on protocols from the Crisis Line, and forward to the appropriate providers. 
19. Appropriately scheduling patients based on provider preferences, and patient needs. 
20. Gather accurate demographic information. 
21. Scan documents into the patients EMR chart.
22. Assist the providers/Counselors on outgoing referrals, and follow-up when needed.
23. Complete all required certifications/training.
24. Responsible for Outpatient Mental Health Billing, clean claims, follow ups and denials.

SPECIFIC DEPARTMENT RESPONSIBILITIES/COMPETENCIES:     

1. Abides by all HIPPA and PHI regulations by maintaining confidentiality according to HCMH policy and regulatory compliance.
2. Assumes ongoing responsibility for remaining informed about the facility and its services and/or policies through newsletters, memos, emails, meetings, etc. Department specific requirements:  Attends mandatory staff meetings, reads, and initials minutes of all meeting; seeks clarification as needed. 
3. Maintains professional certification/licensure as required by position and regulatory compliance. Maintains educational requirements and seeks out additional training if it pertains to his/her job or career goals.  
4. Attends meetings and in-services as required for the position/department. 
5. Floats to other areas of the department/facility as needed and is willing to pick up additional shifts or duties due to staff shortages.
6. Demonstrates the ability to organize his/her time effectively and to manage a typical work assignment.  Can manage multiple tasks, prioritize work assignments, and completes assigned duties within scheduled hours.
7. Reports to work on time and as scheduled.  Utilizes time efficiently by not abusing breaks or meal periods.  Not wasting time with non-work-related tasks.  Accurately record their time using ADP. 
8. Complies with appropriate infection control standards and safety policies and procedures to ensure safety of all individuals working, visiting, or patients receiving care. Complies with all regulatory agencies. 
9. Participates in performance improvement activities and /or committees to improve patient and hospital satisfaction and quality of care.
10. Demonstrates effective communication skills employing empathy and compassion. 
11. Collaborates with all individuals to achieve the mission, goals, and objectives of the organization.

Physical & Mental Requirements: Sitting, standing for extensive periods of time, bending, lifting, and moving items weighing over 20 pounds intermittently throughout the day. Maybe subject to frequent interruptions and requires working under stressful conditions and working irregular hours. Be able to perform all designated skills and demonstrate proper use of equipment within the department. Requires corrected vision and hearing to normal range, manual and finger dexterity, and eye-hand coordination.  

REQUIREMENTS:

Performance requirements: Knowledge of Epic, at least 1 year of previous experience in the mental health or addictions field and/or professional billing.

Education:  High School Diploma along with the ability to read, write and comprehension of medical terminology

License/Certification: None required.

Experience: Previous health insurance experience in a clinic setting

Must complete Mandatory Reporter course within 90 days of hire date.

Knowledge/Skills: Computer literacy. Written and verbal communications clear and understandable. Ability to read, write, and to speak the English language. Has knowledge of common safety hazards, Infection Control procedures, and Emergency plans/policies.   

Employment variables/approximate hours*/misc. information: 

*Schedules are subject to change as needed 

Acknowledgment

I have read and understand the responsibilities and requirements of this position and confirm that I am able to perform these duties with or without accommodations under ADA.