Front Office/Medical Admin Assistant (0.5 FTE) (Administrative)

If you are unable to complete this application due to a disability, contact this employer at recruiting@options.org to ask for an accommodation or an alternative application process.

Options Counseling and Family Services, founded in 1991 in Florence, Oregon, has since expanded to serve fourteen counties in western Oregon. Headquartered in Eugene, we provide quality mental health and family preservation services to diverse communities. Committed to supporting health, safety, and empowerment.

Benefits

Options offer these benefits to our full-time employees (full-time is any employee working 30 hours per week) company-paid health/vision and dental, long-term disability, and life insurance; for a full list of all benefits, please view our website: https://options.org/careers/benefits.
 

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they have every one of the qualifications as described. We are most interested in finding the best candidate and our hiring processes are centered on assessing candidates based on diverse experience. Please let us know if you have questions.

General Description Medical Administrative Assistant:

The primary responsibility of the Medical Administrative Assistant (MAA) is to provide support to psychiatric providers, including assisting with triaging phone calls, collecting vitals, tracking due dates, maintaining client files, providing client support between appointments, tracking caseload data, and other administrative duties. The Medical Administrative Assistant also provides general administrative support for provision of psychiatric services, including assisting with organizing tasks and projects, and maintaining client information. The MAA will work towards meeting the criteria for a Qualified Mental Health Associate with the Mental Health & Addictions Certification Board of Oregon (MHACBO - https://mhacbo.org/en/certifications/).

General Description Front Office Coordinator:

The primary responsibility of the Front Office Coordinator is to greet and assist in-person clients. They answer and forward phone calls, schedule client appointments, and provide administrative support to service providers, licensed medical professionals, and clients. Requires ability to interact and relate well to the public, in person and on the phone.

Minimum Qualifications:

At least a year of relevant experience or an equivalent combination of education and experience. Requires the ability to relate well to the public, in person, and on the phone. The ability to complete tasks quickly with minimum supervision, and to handle and prioritize complex and/or multi-faceted tasks. Proficiency with Microsoft Word, Excel, and record keeping software required. Able to work effectively with multiple supervisors, and balance and prioritize multiple requests in a timely manner. Respectful, open, unbiased, and accepting attitudes toward diverse population of clients, their families, and other staff. Must be able to pass a criminal background check and/or fingerprinting. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Skills:

Ability to read, analyze, interpret, and adhere to technical procedures and governmental regulations. Ability to write reports and effectively present information, and respond to questions from supervisors, therapists, and members of the interdisciplinary team.

Mathematical Skills:

Ability to work with basic mathematical concepts, such as add, subtract, multiply, and divide, and the ability to apply concepts such as fractions and percentages to practical situations.

Preferred Qualifications:

Bilingual in English/Spanish (Options pays a differential for Spanish-speaking employees; must pass an assessment to qualify). Certification or experience as a Medical Assistant (MA) or Medical Office Assistant (MOA) is preferred. Previous experience with an Electronic Health Record system is preferred.

Essential Duties and Responsibilities Medical Administrative Assistant:

50% Direct Client Services:

• Provide coverage for Medical Administrative Assistant job duties and other team members in Eugene and Springfield, as needed, including to other clinics.

• Observe and record vital signs and complete medication reconciliation for each client appointment.

• Provide education and support for clients and their caregivers related to psychiatric services.

• Provide short term and intermittent case management for clients to connect clients to needed services and resources.

• Respond to crises on the phone and in person with clients, family members, and/or caregivers regarding psychiatric and medical issues as appropriate or provide assistance until clinical personnel is available.

• Provide clients, family members, and caregivers with information about mental health and psychiatric issues and refer to available services and programs as needed.

• Compose and discuss behavioral expectations with clients and caregivers as directed by LMP or supervisor.

• Assist LMPs and clients as needed with patient assistance programs.

• Gather and distribute sample medications to clients as directed by LMP.

20% Coordination of Client Care:

• Provide professional administrative support for LMPs including managing complex schedules, troubleshooting computer issues, communicating critical medical and mental health information with clients and LMPs.

• Representing LMPs in interactions with Options staff as well as outside agencies, hospitals, pharmacies, insurance companies, and community partners.

• Assist with discharging clients, including coordinating referral to insurance, PCP, or other agencies as needed.

• Collaborate with clinical staff and LMPs to develop service plans, safety plans, and action plans for clients.

• Coordinate care for client, communicating with the interdisciplinary team and other community professionals.

• Speak with hospital and medical clinic personnel regarding urgent client issues; coordinate care when clients are discharged from inpatient stays, and encounters at the Emergency Department.

• Communicate with representatives of insurance companies as needed for prior authorization, as well as coordinate treatment planning for clients with high needs.

• Work collaboratively with members of interdisciplinary teams to accomplish grant or program goals.

25% Documentation and Administrative Support:

• Triage faxes and phone calls for LMP and support clients between appointments with various needs.

• Track and schedule clients annual assessments and service plan reviews.

• Track client involvement, follow-through, and progress in varied treatment activities (i.e. labs and referrals).

• Track LMP caseloads including inactive, current, and discharging clients.

• Compose and send letters to clients and caregivers regarding psychiatric treatment and policies.

• Maintain accurate and current client records including electronic records and complete accurate and timely medical and legal documentation within strict deadlines.

• Complete prior authorization requests on behalf of LMP and track progress and approval.

• Review and track psychiatric referrals including reviewing charts to determine fit between client and provider, prioritizing referrals as needed, scheduling initial evaluations and educating clients, caregivers, and referring providers on referral process.

• Compile program statistics and track complex and confidential data within spreadsheets including submitting monthly reports.

• Request, obtain, and review medical records from external treatment providers and provide records to LMP in a timely manner.

• Track deadlines outlined in letters regarding inactivity and case closure.

• Scan medical records into the ECR and locate scanned records for LMPs as needed.

5% Other:

• Attend individual and group supervision with supervisor.

• Attend and participate in various interdisciplinary team or office meetings as needed.

• Create forms, documents, and spreadsheets for various program needs as directed.

Essential Duties and Responsibilities Front Office Coordinator:

Client Support 75%

• Greet clients coming into the clinic, and check each into the Electronic Client Record (ECR) system.

• Collect copays and fees for private pay and sliding scale participants.

• Check insurance coverage for clients scheduled each day.

• Verify client information when they come in for appointments.

• Schedule client appointments and team meetings.

• Provide new clients with opening paperwork, and check documents to ensure they are complete, dated, and signed.

• Answer multi-line phone system and direct calls. Respond to questions regarding services offered.

• Enter and scan data into the ECR as directed.

Administrative & Office Support 25%

• Run weekly reports to backfill canceled client appointments and maintain list of clients without appointments.

• Send letters on behalf of service providers.

• Open and distribute incoming mail, meter, and take outgoing mail to drop-off site daily.

• Clean and maintain the reception area.

• Data entry entering referral information.

• Perform other duties as assigned.

Working Conditions

• Vision sufficient to read client records and related documentation

• Extended periods of time sitting at workstation updating client records, and phone work

• Requires continual mental concentration and attention to details. Extended periods of focus and attention with frequent interruptions are required

• Mobility and dexterity sufficient to assist clients/staff and perform required job-related functions

• Ability to cope with clients who may use challenging or offensive language with potential for escalation to physical aggression