Administrative Assistant-PSN

Essential Job Functions:

(Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.)

• Provides customer service: greets, assists and directs clients and visitors to the area of interest.
• Checks clients in when they arrive and out when they leave for the day. Uses camera logs to document missed arrivals/departures of clients to capture billing.
• Generates weekly attendance schedule for all clients and communicates with families to discuss scheduling needs, changes, or missed attendance.
• Answers and refers telephone calls promptly and appropriately, maintaining a helpful, friendly, demeanor.
• Enters hours of service for each client into EHR daily and generates billing on a regular basis.
• Enters and maintains client authorization periods via EHR and works in partnership with Clinical Manager to ensure authorizations remain open and billable.
• Checks State Forward Health Portal weekly to track insurance status for all clients. Follows up with manager with any changes or errors.
• Under the direction of the Clinical Manager, will assist to ensure that client records in the EHR are accurate and up-to-date. This includes, but is not limited to, updating demographic information and payor information.
• Operates copy machine, printer and fax and coordinates maintenance as needed.
• Files and maintains clinical and staff records and ensures annual renewal of documentation is completed.
• Coordinates staff meetings and notifies staff of trainings.
• Maintains employee schedule and similar tasks under the supervision of the Clinical Manager and scheduling nurse.
• Orders and restocks all medical, office and custodial supplies for PSN.
• Maintains logs of equipment service and coordinates with facilities to schedule routine equipment maintenance or needed repairs.
• Performs special projects as assigned.
• Responsible for cleanliness and neatness of the reception desk, lobby, and client/staff cloak room.
• Follows up with physicians to assure all orders are received signed within the 10-day time period allowed.
• Acts as dispatcher between PSN, families, and PSN Drivers during times of transportation to ensure prompt pick up and drop off of clients.
• Assists the Transportation Coordinator on Transportation portal maintenance. Will help to assign drivers to trips, assist drivers with cellphone app access, and submit claims via Transportation Portal.
• Establishes positive effective relationships and communicates effectively with clients and families and is sensitive to their emotional, social, psychological, cultural, ethnic, religious, or other values and beliefs.
• Completes the mandatory competency and education requirements.
• Assures confidentiality of all patient/family information.
• Works in partnership with the quality department to develop appropriate measures in support of program outcomes.
• Participates in department quality planning activities.
• Other duties as assigned.

Required Education, Experience, Certifications, Licensure, and Credentials: (Where appropriate, education and/or experience may be substituted)

Minimum Required Education: High school diploma or equivalent.

Minimum Required Experience: Two (2) years in an administrative or clinical environment. Demonstrated experience successfully interacting with medical personnel, children, and their families, both in person and over the phone.

Required License/Certification/Registration: N/A

Travel outside of office: 0%

Required Valid Driver’s License: N/A

Required Auto Insurance: N/A

Knowledge – Skills – Abilities:

• Skill and ability to type, and use a computer with experience in MS Office such as Word, Outlook, and Excel preferred
• Skill and ability to organize and prioritize assignments and meet deadlines.
• Skill and ability to develop a paper flow organization system.
• Skill and ability to make decisions, considering a variety of complex factors.
• Communications: Actively listens; seeks opportunity for dialogue to fully understand the communicator's message or needs. Clearly articulates thoughts and ideas in language appropriate to the listener; checks level of understanding by asking for feedback.
• Customer Focus: Holds self-responsible for services excellence. Acts courteously, compassionately, and responsively to all customers.
• Diversity Awareness: Practices and promotes inclusiveness.
• Interaction with Others: Reflects a positive attitude. Keeps supervisors informed of important details.
• Effectively communicate complex ideas and instructions to other staff.
• Ability to effectively communicate orally and in writing to individuals and audiences.
• Build constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect.
• Bi-lingual in Spanish/English or Hmong/English is preferred

Physical Requirements, Visual Acuity, and Work Conditions:

Physical Requirements: Must receive and give complex directions both in writing and verbally. Must be able to safely push a person in a wheelchair on a level floor or on a wheelchair ramp in various weather conditions and on occasion must be able to move, transport, position, push/pull and/or lift objects or equipment weighting at least 50 pounds a distance of 450 feet. Ability to successfully deal with change and potentially stressful situations. Ability to work in a multi-disciplined office setting. Frequently utilizing office equipment including, but not limited to, a personal computer, copier, fax machine, multi-line phone, etc.

Visual Acuity: The worker must have close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, and viewing a computer terminal. 

Working Conditions: Ability to successfully deal with change and potentially stressful situations.

This position is responsible for supervising and ensuring the safety of consumers in standard program settings and various community settings. As such, this position must be able to observe consumer activities, detect areas of danger, distinguish when non-communicative consumers need personal care, and converse clearly with consumers and other people in the community on a frequent basis. PSN operates from 6AM to 6PM, five days per week and requires flexibility to cover the needs of the business as it evolves and changes