Encompass Community Supports, formerly known as Rappahannock Rapidan Community Services (RRCS) is hiring a Clinic Operations Specialist to work in our Culpeper and Warrenton office. Encompass Community Supports is a Virginia State community services organization that improves the quality of life in Culpeper, Fauquier, Madison, Orange, and Rappahannock Counties by providing comprehensive mental health, substance use, developmental disability, housing, children’s and aging services. As an organization of almost 400 employees and more than 80 programs, we lead with integrity and excellence and embrace diversity, collaboration, accountability, and innovation to respond to the ever-changing needs of our community.

Our benefits are highly competitive and include:

• Low employee cost Medical, Dental and Vision Insurances
• 13 paid holidays annually
• 17 PTO days
• Enrollment in VA State pension and retirement plan
• Employee training and educational opportunities
• Paid Life Insurance
• Health Savings Plan
• Flexible Savings Plan
• Employee Assistance Program

Our full-time employees work 37.5 hours weekly.

GENERAL DEFINITION OF WORK: FLSA Status: Non-Exempt

Greets and signs in clients at the Agency behavioral health clinics; processing appointments and accepting payments; work is performed under regular supervision.

ESSENTIAL FUNCTIONS:

• Greets clients, checks in and out of appointments using Electronic Health Record; collects and processes all copay and self-pay fees; verifies and updates client data for accuracy, schedules follow-up clinical appointments; answers phones to determine needs of clients and directs calls to appropriate departments; de-escalates clients in crisis or emergencies until designee can be obtained; processes all no show/cancelled appointments; oversees all aspects of clinical lobby; maintains all clinical schedules.
• Provides agency access services and serves as agency gatekeeper to services; screens all initial phone calls and walk-in requests for agency services and provides appropriate referrals to programs by providing excellent customer service and compassion so that the client needs are met in a timely manner; triages agency service requests, schedules intakes, pre-screenings and evaluations; maintains directory and provides information on community resources; sets up client profile on all new clients to agency; assigns and un-assigns agency programs.
• Verifies all insurance for coverage and benefits; assesses fees and appeals process for all self-pay clients; checks Medicaid eligibility; balances daily clinic payment batches and sends deposit to accounting; acts as liaison between clients and reimbursement department on billing inquiries; reviews and obtains signatures on agency forms at time of intake or otherwise needed; requests account adjustments and refunds from reimbursement; updates system on returned mail; processes lab work for reimbursement; assists in the collection of agency fees.
• Maintains meaningful use compliance by educating clients on and setting up client portal; resets client passwords; obtains release of information for Pharmacy Benefit Manager and other releases of information as needed; acquires signatures and releases medication and prescriptions for client pick-up; inputs data from clinical or community support staff regarding discharging of clients, staff schedule changes and staff assignment; scans all documents into electronic health record.
• Performs daily reminder phone calls for clinical appointments; provides information to new clients regarding fees and scheduling; maintains clinical wait list to cut down on clinical wait time and ensure productivity in clinical schedules.
• Receives and sorts all incoming mail; distributes interoffice mail; signs for and distributes all packages from shipping companies and pharmacies; maintains inventory of office supplies, maintains checkout and performs updates on laptops and projectors; approves room reservation requests.
• Performs daily security checks and secures building at closing of day; monitors building for maintenance/safety concerns and contacts supervisor for necessary repairs; archives pre-EHR charts; provides coverage as needed; maintains walkways and sidewalks during times of inclement weather; trouble shoots problems with all office equipment; transfers charts between clinics.
• OTHER FUNCTIONS
• Performs related tasks as required.

KNOWLEDGE, SKILLS AND ABILITIES: General knowledge of appointments scheduling software; some knowledge of standard office procedures, practices, equipment and appropriate software applications; ability to understand and follow oral and written directions; ability to perform arithmetic computations with speed and accuracy; skill in the use of a variety of office machines; ability to deal with stressful situations in a courteous manner; ability to establish and maintain effective working relationships with associates, clients and the general public; knowledge of MS Office, to include Word and Excel.

EDUCATION AND EXPERIENCE:

High School diploma or equivalent and at least one year of office assistance experience, medical office preferred.

PHYSICAL REQUIREMENTS:

This work requires light physical effort working almost exclusively with lightweight materials (up to 25 pounds). Working conditions are good; may be slightly dirty or involve occasional exposure to some disagreeable elements; accidents are improbable other than minor injuries; health hazards are negligible; some mental effort and stress may be involved resulting in inconvenience and frustration. The worker may be exposed to bloodborne pathogens and may be required to wear specialized personal protective equipment.

SPECIAL REQUIREMENTS:

Attends training and maintains certifications as required by the Agency and regulatory guidelines, such as CPR and First Aid.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

Employment with Encompass Community Supports is contingent upon the successful completion of our background check process.

Encompass Community Supports is an Equal Opportunity Employer

Job Type: Full-time

Pay: From $16.66 per hour

Expected hours: 37.5 per week

Benefits:

• 401(k)
• 401(k) matching
• Employee assistance program
• Health insurance
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Ability to Relocate:

• Culpeper, VA 22701: Relocate before starting work (Required)

Work Location: In person