The Menninger Clinic
Administrative Coordinator, Outpatient Assessments
The Menninger Clinic, Houston, Texas, United States, 77035
Job Description
Job Description
Department: Outpatient Administration M-F, 8 AM to 5 PM KEY FUNCTIONS
1. General Division Administrative Support a. Screens incoming calls in a pleasant and professional manner. Demonstrates a willingness to assist others by providing information whenever possible, and/or routes to the appropriate department or staff member b. Welcomes patients and visitors in the waiting area. c. Orients patients regarding registration, billing, and scheduling. d. Maintains an adequate inventory of supplies. e. Compiles and distributes
clinical/departmental
meeting notes/minutes in a timely manner (with the expectation they be completed and disseminated within one week after the meeting date). f. Receives, distributes, and processes all incoming mail for the program. g. Makes travel/speaking arrangements for staff as requested. h. Processes and tracks all clinical staff leave requests and maintains leave/coverage calendar for the division. i. Compiles and distributes minutes of meetings in a timely manner, with the expectation that minutes are completed and disseminated within two business days after the meeting date. j. Accepts additional assignments willingly and enthusiastically when requested in order to promote the Menninger mission and goals.
2. Direct Administrative Support for the Clinical Director and Administrative Director a. Serves as direct administrative support for the Clinical Director and Administrative Director of Outpatient Services. Coordinates administrative workflow, and recommends new processes as needed. b. Manages their calendars as requested. c. Deals discreetly with sensitive or confidential information concerning patients and staff members. d. Assesses problems and develops solutions following general policies and procedures. e. Reviews incoming correspondence to determine its significance as requested; compiles data relevant to problems or questions to provide a basis for reply, and drafts or edits correspondence and miscellaneous reports as assigned. f. Submits leave requests for the Clinical Director and Administrative Director as well as time sheets in accordance with the BCM policies.
3. Coordination of Outpatient Assessment Process a. Obtains and organizes collateral information to support evaluation. b. Adds testing and clinical information as obtained. c. Schedules and records patient appointments ordered by the physician or other members of the assessment team both on and off-site. d. Maintains a written record of appointment orders and a master schedule of each patient’s entire assessment schedule. e. Notifies patients of scheduled appointments and any changes in schedule. f. Records and tracks appointments in the scheduling system. g. Maintains clinicians’ appointment schedules and re-scheduled appointments when necessary. h. Informs staff of changes in the schedule when necessary.
4. Coordination of Patient Appointments a. Schedules patient appointments for clinic staff. b. Notifies patients of scheduled appointments and any changes. c. Records and tracks appointments in the scheduling system. d. Informs staff of changes in the schedule when necessary. e. Tracks and generates patient encounter and staff productivity data as requested.
5. Electronic Health Records a. Generates the patient chart including demographic, clinical and billing information through the EHR. b. Assists the clinical and administrative directors in managing staff clinical documentation in accordance with the policies set forth by Menninger HIMS and Corporate Compliance Review standards. c. Maintains confidential medical records which are complete and current. d. Maintains confidential personnel files which are complete and current e. Mails copies of primary clinical documents to referral sources and/or potential treaters (under the direction of clinical staff). f. Assures that signed releases of information documentation are in place before communicating verbally or in written form to outside sources.
5. Financial a. Generates documentation to support the patient billing process. b. Reviews and processes all incoming invoices, prepares check requisitions and keeps an accurate data base of all budget expenses. c. Orders and files all psychological and neuropsychological testing materials d. Tracks budget data and informs the Administrative Director of issues. e. Attends budget meetings with the Administrative Director as requested.
EDUCATION: High school diploma is required. Associate or Bachelor’s degree is preferred.
EXPERIENCE Required: Seven (7) years of office experience. College training may substitute for experience. Has experience and demonstrated ability to interact professionally with patients, clinicians, and referents. Able to compose and prepare correspondence and reports, prepare spreadsheets, prioritize tasks, maintain complex calendars, professional telephone communication, use office equipment and understanding of advanced office procedures. Familiarity working with an electronic health record system is essential. Prior work managing a busy, outpatient mental health clinic setting is highly preferred.
Job Description
Department: Outpatient Administration M-F, 8 AM to 5 PM KEY FUNCTIONS
1. General Division Administrative Support a. Screens incoming calls in a pleasant and professional manner. Demonstrates a willingness to assist others by providing information whenever possible, and/or routes to the appropriate department or staff member b. Welcomes patients and visitors in the waiting area. c. Orients patients regarding registration, billing, and scheduling. d. Maintains an adequate inventory of supplies. e. Compiles and distributes
clinical/departmental
meeting notes/minutes in a timely manner (with the expectation they be completed and disseminated within one week after the meeting date). f. Receives, distributes, and processes all incoming mail for the program. g. Makes travel/speaking arrangements for staff as requested. h. Processes and tracks all clinical staff leave requests and maintains leave/coverage calendar for the division. i. Compiles and distributes minutes of meetings in a timely manner, with the expectation that minutes are completed and disseminated within two business days after the meeting date. j. Accepts additional assignments willingly and enthusiastically when requested in order to promote the Menninger mission and goals.
2. Direct Administrative Support for the Clinical Director and Administrative Director a. Serves as direct administrative support for the Clinical Director and Administrative Director of Outpatient Services. Coordinates administrative workflow, and recommends new processes as needed. b. Manages their calendars as requested. c. Deals discreetly with sensitive or confidential information concerning patients and staff members. d. Assesses problems and develops solutions following general policies and procedures. e. Reviews incoming correspondence to determine its significance as requested; compiles data relevant to problems or questions to provide a basis for reply, and drafts or edits correspondence and miscellaneous reports as assigned. f. Submits leave requests for the Clinical Director and Administrative Director as well as time sheets in accordance with the BCM policies.
3. Coordination of Outpatient Assessment Process a. Obtains and organizes collateral information to support evaluation. b. Adds testing and clinical information as obtained. c. Schedules and records patient appointments ordered by the physician or other members of the assessment team both on and off-site. d. Maintains a written record of appointment orders and a master schedule of each patient’s entire assessment schedule. e. Notifies patients of scheduled appointments and any changes in schedule. f. Records and tracks appointments in the scheduling system. g. Maintains clinicians’ appointment schedules and re-scheduled appointments when necessary. h. Informs staff of changes in the schedule when necessary.
4. Coordination of Patient Appointments a. Schedules patient appointments for clinic staff. b. Notifies patients of scheduled appointments and any changes. c. Records and tracks appointments in the scheduling system. d. Informs staff of changes in the schedule when necessary. e. Tracks and generates patient encounter and staff productivity data as requested.
5. Electronic Health Records a. Generates the patient chart including demographic, clinical and billing information through the EHR. b. Assists the clinical and administrative directors in managing staff clinical documentation in accordance with the policies set forth by Menninger HIMS and Corporate Compliance Review standards. c. Maintains confidential medical records which are complete and current. d. Maintains confidential personnel files which are complete and current e. Mails copies of primary clinical documents to referral sources and/or potential treaters (under the direction of clinical staff). f. Assures that signed releases of information documentation are in place before communicating verbally or in written form to outside sources.
5. Financial a. Generates documentation to support the patient billing process. b. Reviews and processes all incoming invoices, prepares check requisitions and keeps an accurate data base of all budget expenses. c. Orders and files all psychological and neuropsychological testing materials d. Tracks budget data and informs the Administrative Director of issues. e. Attends budget meetings with the Administrative Director as requested.
EDUCATION: High school diploma is required. Associate or Bachelor’s degree is preferred.
EXPERIENCE Required: Seven (7) years of office experience. College training may substitute for experience. Has experience and demonstrated ability to interact professionally with patients, clinicians, and referents. Able to compose and prepare correspondence and reports, prepare spreadsheets, prioritize tasks, maintain complex calendars, professional telephone communication, use office equipment and understanding of advanced office procedures. Familiarity working with an electronic health record system is essential. Prior work managing a busy, outpatient mental health clinic setting is highly preferred.