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Unit Secretary Access Specialist - Behavioral Health: Intake job in Bedford Park at Northwest Community Healthcare

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Unit Secretary Access Specialist - Behavioral Health: Intake at Northwest Community Healthcare

Unit Secretary Access Specialist - Behavioral Health: Intake

Northwest Community Healthcare Bedford Park, IL Full-Time
Shift: Parttime, Evenings, Rotating weekend , 20 hrs/week

Reporting to the assigned department Manager, interacts with department staff and patients to perform a variety of department-specific activities to support patient registration, scheduling, and treatment. Interviews patient to gather, interpret, and electronically record required demographic, financial, and clinical data. Coordinates patient needs and department resources to schedule patients for appropriate services. Provides clerical and/or clinical support such as preparing correspondence, contacting customers/patients, updating department records and charts and report preparation.

1. Performs complete and accurate registration to maximize reimbursement, and ensures timely and thorough information and completion of all required forms to all other providers and users of patient data. Verifies insurance requirements, obtains and understands insurance benefits.

2. Schedules patients for outpatient appointments, by phone or face-to-face, for a variety of services within the department. Coordinates scheduling between patient and necessary department resources and providers, based on patient need and availability of resources. Maintains accuracy of department schedule; documents cancellations and no shows.

3. Interacts with patients and their representatives to collect and interpret all required demographic, insurance, financial, and clinical data necessary to facilitate patient check in and registration at point of service. Offers and/or schedules interpreter services for patients when necessary. Obtains and scans general consent for treatment, identification and insurance cards, Coordination of Benefits and other appropriate documentation. Informs patients of registration processes and privacy notification. Completes Medicare Secondary Payer (MSP) questionnaire and discusses potential deferral of services according to NCH policy as appropriate. Initiates the Medicare Advance Beneficiary Notice (ABN) as appropriate, and explains payer policies to patients. Completes check in process for patient and appropriately updates the account for changes identified upon arrival.

4. Ensures financial protocols and requirements are met. Refers patients to Financial Counselors for identification of financial assistance options. Minimizes third party payer denials by verifying authorization of service prior to forwarding patients to service delivery areas. Maintains current knowledge of insurance requirements communicated by email, memorandum, educational matrices and in-services.

5. Resolves all work queues within Department standards' determined time period for timely reimbursement. Researches and conducts outreach via phone/fax to obtain additional information to process coverage requests and complete all necessary actions to close cases.

6. Processes, transcribes, or scans physician orders and accompanying reports and/or documentation to record and/or orders patient treatment, diagnostic testing, pharmaceuticals and special care equipment utilizing unit protocol and hospital computer information systems. Analyzes documents to ensure department specific requirements have been met prior to entering orders/treatments. Continually updates electronic medical information vital for patient care. Ensures unit specific patient charges are entered into the appropriate information system.

7. Triages physician and inter-department questions and resolves or refers to appropriate staff as needed. Maintains accurate records of unit patient census and collaborates with care team on bed or treatment room assignments and related issues as directed.

8. Provides administrative support which may include ordering supplies, preparing charts for scanning, entering department statistics in department systems, photocopying or electronic transmission of medical information to physicians, contacting physician's offices, pharmacy, and coordinates with other departments to facilitate patient care and record keeping. Monitors printers, facsimile machines, and tube stations as directed and distributes information to care team members as appropriate.

9. May assist in supporting unit patient flow activities such as patient discharge arrangements including pre-screens, transport services, record retrieval, etc. Obtains confirmation of diagnostic or medical appointments and may conduct customer service follow-up calls to discharged patients.

10. Performs customer service support functions as needed which may include greeting and directing customers, answering telephones and call systems, transporting medications which are not controlled substances, and maintaining unit/area supplies and specialty equipment. May be authorized to access secured medication storage locations to perform job related functions.

11. Adheres to all Northwest Community Hospital standards, policies, and procedures.

1. The level of knowledge normally acquired through the completion of High School or the equivalent.

2. Minimum one-year data or order entry experience using a computer preferred.

3. Computer literacy and experience with PC applications.

4. Experience working in a healthcare setting and knowledge of medical terminology preferred.

5. Behavioral Health Department Only: Current CPI and CPR certification.

6. Interpersonal skills necessary to interact effectively with patients, their representatives, physicians, department staff and other departments.

7. The organizational skills to continually re-prioritize workload based on volume and patient care needs.

8. Ability to work independently, exercising good judgment, and multi-task in a high stress, fast paced service environment with patients, patient's family and physicians.

9. Previous healthcare experience with regulatory compliance requirements, payer requirements, HIPAA privacy and security requirements, and general revenue cycle procedures performed.

10. Epic registration and/or scheduling experience preferred.


1. May require occasional lifting or moving lightweight material, or rarely lifting or moving average weight material. May require moderate amounts of walking to other patient care or support areas. Flow of work and character of duties involves normal mental and visual attention along with manual coordination.

WORKING CONDITIONS: (Describe any unfavorable working conditions or hazards.)

1. Good working conditions. Seldom exposed to disagreeable working conditions or hazards. May be necessary to work with other people in close proximity.

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