SpectraCare Health Systems, Inc.
Registration Clerk (Secretary III) - Crisis
SpectraCare Health Systems, Inc., Dothan, Alabama, United States, 36303
Registration Clerk (Secretary III) – Crisis
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Registration Clerk (Secretary III) – Crisis
role at
SpectraCare Health Systems, Inc.
Location Dothan, AL – Crisis Center
Schedule Monday – Friday 7:00 AM – 3:30 PM
Position Summary Assist incoming consumers with services needed and/or requested for Crisis Services. Responsible for billing of crisis services as required by SpectraCare Personnel Policy, SpectraCare Clinical Policy, including but not limited to Alabama Administrative Code, CMS, and all other applicable regulating and contractual entities. Assist therapeutic staff with daily tasks to ensure consumer needs are met. Ensure the program complies with all necessary standards, policies, and protocols.
Secretary III
is primarily responsible for all administrative duties for the facility. Some travel may be required.
Essential Duties / Responsibilities
Admission Responsibilities: ensures all releases are obtained and scanned into EMR; accurately populates all fields related to the admission process, insurance and guarantor rankings; researches patients with no insurance via Medicaid/Medicare eligibility sites; promptly responds to finance and accounting requests for reimbursement; reviews documentation for errors and completeness; maintains clinical records; scans and imports any required materials into EMR; verifies Medicaid/Medicare/insurance; coordinates admissions and discharges for billing; activates insurance reimbursements when changes occur; sets up staffing dates for admissions; activates consumers in EMR; performs administrative review of clinical charts for staff facilitation; ensures clerical forms are updated and completed accurately; ensures billing adjustments; produces service logs; requests missing clinical information; completes actions for program transfers and terminations; completes insurance verifications; generates and maintains reports for various areas of the crisis program.
Health‑ and safety‑related tasks: make corrections per QA; support therapeutic staff; maintain daily intake and emergency assessment appointments; notify staff of consumer arrival; maintain staffing schedule and logs; deliver phone messages; support psychiatric MD staff; maintain physician and nursing appointments; collect payments; provide medication info sheets; establish PAP services; maintain program supplies; manage petty cash; ensure daily billing accuracy; maintain fire drill records; treat clients with respect and courtesy; perform typing duties; respond to inquiries; meet with supervisor; comply with policies and the Alabama Administrative Code, CMS, and all other regulatory entities; complete trainings and workshops; maintain documentation before leave; support other secretaries; adhere to dress code; conform to core values; perform duties independently; cooperate with others; maintain highest ethics; fulfill professional boundaries; manage stress; apply seclusion and restraints per policy; document incidents; participate in shift reporting; demonstrate flexibility; provide services as needed; maintain regular attendance; work full time with rotating assignments, overtime, nights, weekends; remain awake during shift.
Client safety and incident response: maintain awake status, administer seclusion, protective holds and restraints as per policy, document incidents, participate in shift reporting, and demonstrate willingness to work on any unit/program per facility needs.
Non-Essential Duties / Responsibilities
Attend all required job‑related/system training.
Assist in other areas as needed.
Assume other related duties as assigned.
Conform to system policies and procedures.
Essential Qualifications / Knowledge / Skills / Abilities
Knowledge of mental illness, substance use, developmental disabilities, and/or autism spectrum disorder.
Patience and emotional stability.
Professional crisis response; knowledge of crisis intervention techniques.
Proficiency in basic business English, spelling, arithmetic, office practices, and procedures.
Basic bookkeeping system maintenance.
Computer proficiency: Microsoft Word, Excel, Outlook; use of fax and copy machines.
English reading of instruction manuals.
Follow moderately complex oral and written instructions with minimal supervision.
Follow orders and directives; work with supervisors and staff.
Compliance with SpectraCare policy, HIPAA, 42 CFR confidentiality.
Remain awake during shift.
Adhere to health and safety standards.
Adapt to changes; manage competing demands and unexpected events.
Build effective working relationships with staff and directors.
Work in fast‑paced environment.
Travel as necessary.
Basic knowledge of individual rights.
Ability to establish professional boundaries.
Demonstrate initiative and effective communication skills with mentally ill / substance use individuals.
Training Requirements
Complete initial new‑hire training.
Complete required on‑the‑job training (OJT) by the department.
Complete annual training as required by the Alabama Administrative Code, CMS, and other regulatory entities.
Work Environment / Physical Requirements
Occasional need for back extension while lying flat, weight on hips and legs.
Occasional one‑knee, one‑elbow positioning.
Occasional kneeling and reaching to the floor.
Strong grasp to open doors and maintain contact during restraints.
Ability to ambulate quickly to assist during restraints.
Travel to system facilities and other locations.
Work primarily in a temperature‑controlled setting; extended periods sitting at a desk with repetitive motions.
Lift up to 20 lbs infrequently.
Speech and hearing required for communication with staff and clients.
Typical standing, walking, bending, twisting, lunging, squatting, reaching.
Exposures to odors, chemicals, latex, noise, unpredictable behaviors, body fluids, contagious diseases, wet floors.
Required Qualifications / Education / Experience
High School Diploma or GED.
Valid driver's license and clean MVR.
Typing speed 35‑50 WPM.
One year experience in a medical office environment with Microsoft Word, Excel, Outlook.
Experience working with computers and Microsoft programs.
Preferred Qualifications / Education / Experience
Completion of courses in business office practice and typing preferred; at least one year work experience in a medical administrative role including insurance billing and verifications.
Typing speed 65 WPM or more.
Seniority Level Entry level
Employment Type Full‑time
Job Function Administrative
Industries Mental Health Care
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Registration Clerk (Secretary III) – Crisis
role at
SpectraCare Health Systems, Inc.
Location Dothan, AL – Crisis Center
Schedule Monday – Friday 7:00 AM – 3:30 PM
Position Summary Assist incoming consumers with services needed and/or requested for Crisis Services. Responsible for billing of crisis services as required by SpectraCare Personnel Policy, SpectraCare Clinical Policy, including but not limited to Alabama Administrative Code, CMS, and all other applicable regulating and contractual entities. Assist therapeutic staff with daily tasks to ensure consumer needs are met. Ensure the program complies with all necessary standards, policies, and protocols.
Secretary III
is primarily responsible for all administrative duties for the facility. Some travel may be required.
Essential Duties / Responsibilities
Admission Responsibilities: ensures all releases are obtained and scanned into EMR; accurately populates all fields related to the admission process, insurance and guarantor rankings; researches patients with no insurance via Medicaid/Medicare eligibility sites; promptly responds to finance and accounting requests for reimbursement; reviews documentation for errors and completeness; maintains clinical records; scans and imports any required materials into EMR; verifies Medicaid/Medicare/insurance; coordinates admissions and discharges for billing; activates insurance reimbursements when changes occur; sets up staffing dates for admissions; activates consumers in EMR; performs administrative review of clinical charts for staff facilitation; ensures clerical forms are updated and completed accurately; ensures billing adjustments; produces service logs; requests missing clinical information; completes actions for program transfers and terminations; completes insurance verifications; generates and maintains reports for various areas of the crisis program.
Health‑ and safety‑related tasks: make corrections per QA; support therapeutic staff; maintain daily intake and emergency assessment appointments; notify staff of consumer arrival; maintain staffing schedule and logs; deliver phone messages; support psychiatric MD staff; maintain physician and nursing appointments; collect payments; provide medication info sheets; establish PAP services; maintain program supplies; manage petty cash; ensure daily billing accuracy; maintain fire drill records; treat clients with respect and courtesy; perform typing duties; respond to inquiries; meet with supervisor; comply with policies and the Alabama Administrative Code, CMS, and all other regulatory entities; complete trainings and workshops; maintain documentation before leave; support other secretaries; adhere to dress code; conform to core values; perform duties independently; cooperate with others; maintain highest ethics; fulfill professional boundaries; manage stress; apply seclusion and restraints per policy; document incidents; participate in shift reporting; demonstrate flexibility; provide services as needed; maintain regular attendance; work full time with rotating assignments, overtime, nights, weekends; remain awake during shift.
Client safety and incident response: maintain awake status, administer seclusion, protective holds and restraints as per policy, document incidents, participate in shift reporting, and demonstrate willingness to work on any unit/program per facility needs.
Non-Essential Duties / Responsibilities
Attend all required job‑related/system training.
Assist in other areas as needed.
Assume other related duties as assigned.
Conform to system policies and procedures.
Essential Qualifications / Knowledge / Skills / Abilities
Knowledge of mental illness, substance use, developmental disabilities, and/or autism spectrum disorder.
Patience and emotional stability.
Professional crisis response; knowledge of crisis intervention techniques.
Proficiency in basic business English, spelling, arithmetic, office practices, and procedures.
Basic bookkeeping system maintenance.
Computer proficiency: Microsoft Word, Excel, Outlook; use of fax and copy machines.
English reading of instruction manuals.
Follow moderately complex oral and written instructions with minimal supervision.
Follow orders and directives; work with supervisors and staff.
Compliance with SpectraCare policy, HIPAA, 42 CFR confidentiality.
Remain awake during shift.
Adhere to health and safety standards.
Adapt to changes; manage competing demands and unexpected events.
Build effective working relationships with staff and directors.
Work in fast‑paced environment.
Travel as necessary.
Basic knowledge of individual rights.
Ability to establish professional boundaries.
Demonstrate initiative and effective communication skills with mentally ill / substance use individuals.
Training Requirements
Complete initial new‑hire training.
Complete required on‑the‑job training (OJT) by the department.
Complete annual training as required by the Alabama Administrative Code, CMS, and other regulatory entities.
Work Environment / Physical Requirements
Occasional need for back extension while lying flat, weight on hips and legs.
Occasional one‑knee, one‑elbow positioning.
Occasional kneeling and reaching to the floor.
Strong grasp to open doors and maintain contact during restraints.
Ability to ambulate quickly to assist during restraints.
Travel to system facilities and other locations.
Work primarily in a temperature‑controlled setting; extended periods sitting at a desk with repetitive motions.
Lift up to 20 lbs infrequently.
Speech and hearing required for communication with staff and clients.
Typical standing, walking, bending, twisting, lunging, squatting, reaching.
Exposures to odors, chemicals, latex, noise, unpredictable behaviors, body fluids, contagious diseases, wet floors.
Required Qualifications / Education / Experience
High School Diploma or GED.
Valid driver's license and clean MVR.
Typing speed 35‑50 WPM.
One year experience in a medical office environment with Microsoft Word, Excel, Outlook.
Experience working with computers and Microsoft programs.
Preferred Qualifications / Education / Experience
Completion of courses in business office practice and typing preferred; at least one year work experience in a medical administrative role including insurance billing and verifications.
Typing speed 65 WPM or more.
Seniority Level Entry level
Employment Type Full‑time
Job Function Administrative
Industries Mental Health Care
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