Client Access Coordinator - Bozeman

Description

We are seeking a friendly and organized Client Access Coordinator to be the first point of contact for our Bozeman office. In this essential role, you'll have the opportunity to create a welcoming environment for our clients and provide administrative support to ensure the smooth operation of our department. Your exceptional customer service skills and professional demeanor will play a crucial part in setting the tone for positive interactions and experiences within our dynamic workplace. Join us and be the face that represents our Rimrock's commitment to excellence.

Job Summary

General office duties, telephone answering, and assisting department needs as requested. Serves visitors by greeting, welcoming, and directing them appropriately; notifies company personnel of visitor arrival, maintains security and telecommunication system. Assure adherence to state statutes and rules, CARF standards, and federal regulations including HIPAA and 42 CFR Part 2. Positively represents the organization and promotes Rimrock’s Mission to the community.

Essential Functions

• Welcomes clients, visitors, vendors by greeting them in person and over the telephone. Responsible for answering questions, relaying messages and transferring calls.
• Processes referrals and assists Counselors with referrals as needed.
• Enters client treatment information, the documents, attendance, and ancillary services into the data management system for treatment courts.
• Works with new clients to assist and guide them through the admission paperwork process, filling out release forms, collecting collateral information, obtaining financial consents and with any testing.
• Maintains security by following procedures; monitoring logbook; issuing visitor badges.
• Maintain the electronic health record for clients, ensuring demographic data is current on incoming clients and scanning documents into their record.
• Maintains updated information and runs reports.
• Obtains financial clearance for Medicaid clients.
• Gathers updated insurance information for clients and works in collaboration with the Business Office staff.
• Maintains spreadsheet to document client payor sources and the level of care.
• Collects, documents, and submits Urinary Analysis orders through secured site.
• Serves as the Docusign Administrator, responsible for creating and sending Docusign requests.
• Maintain and request office supplies as needed.
• Verifies that releases and consents are accurate and up to date.
• Assists with miscellaneous departmental typing or clerical duties.
• Assists with maintaining updated reports for treatment court contracts.
• Takes departmental staff meeting minutes and notes any follow up items
• Performs basic IT duties to ensure internet and phones are connected and functioning, works with IT and internet providers as needed
• Sort incoming mail.
• Train other staff on MyEvolv administrative duties, and the appropriate use of Scheduler for clients.
• Encourage and maintain a high level of teamwork and positive and cohesive work environment.
• All other duties as assigned.
  
  

Organizational Competencies

• Accountability – Takes ownership for resolving problems, reaching goals, and serving clients, team, and organization. Accepts responsibility for own behavior. Assures that resources are allocated in accordance with the priorities of the strategic plan. Performs self-quality monitoring in order to develop and execute plans to meet established goals.
• Time Management – Maximizes the use of time and resources and effectively prioritizes tasks. Completes paperwork, evaluations, and other required documentation accurately and timely.
• Teamwork – Works cooperatively and capably with a wide variety of people. Actively promotes teamwork and information sharing within and across departments. Works in a spirit of teamwork and trust and maintains professional boundaries in working with others.
• Flexibility – Adapts rapidly to changing work demands and priorities.
• Confidentiality – Complies with all HIPAA and 42 C.F.R. Part 2 regulations relating to privacy, security, and confidentiality. Safeguards confidential information of clients, employees, and business operations
• Safety – Knows and understands emergency procedures and completes incident reports within 24 hours of event with detailed information.
• Communication – Consistently uses positive communication skills to promote effective interpersonal relationships. Provides timely and thorough follow-up with internal and external customers. Models professionalism by addressing others with appropriate actions, appearance, and communication. Models and promotes effective written and verbal communication.
• Customer Service – Supports the organization’s customer service initiative. Strives for service excellence by seeking challenges and turning them into opportunities. Anticipates and meets needs of clients while maintaining appropriate boundaries. Displays a friendly, helpful, and approachable demeanor. Obtains feedback from clients regarding their perceptions of the service provided to them and utilizes this information to improve service delivery.
• Respect – Establishes compassionate and supportive rapport with clients. Communicates tactfully and respectfully with clients, coworkers, and others.
• Quality Improvement – Assures that information is collected, organized, reported and used to improve the quality of systems and services. Recognizes and appropriately reports to supervisor areas within scope of responsibility that fall outside the quality parameters. Serves on committees or process improvement teams to assist in improving quality/customer satisfaction, as assigned.
  
  

Education/Training

High School Graduate or equivalent required; Associates or Bachelor’s degree preferred. Must have a minimum of 3 years of administrative or relevant experience with progressive responsibilities. Experience in a not-for-profit environment preferred.

Skills

Proper telephone etiquette, possess a friendly and understanding manner when meeting patients and visitors and responding to their needs; ability to do general clerical duties. Strong interpersonal skills. A pro-active approach to problem solving with strong anticipatory skills and the ability to make independent judgements when needed. Computer skills and proficiency with Microsoft software including Word, Excel and Outlook.

Physical Demands

Work is indoors in an office environment with moderate noise. Intermittent physical effort involving lifting of up to 25 pounds, walking and stooping is required. A typical workday involves sitting, frequent use of a keyboard, reaching with hands and arms, and talking and hearing, approximately 70% of the time. Approximately 30% or less of the time is spent standing. Normal vision abilities required, including close vision and ability to adjust focus.

WORK ENVIRONMENT/JOB LOCATIONS:

Involves everyday risk or discomfort requiring normal safety precautions in an office setting, meeting room and patient care areas. Work may involve mental and emotional stress. Some driving required. Will work primarily at the Bozeman office.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.