Site Support Specialist

Site Support Specialist

ESSENTIAL RESPONSIBILITIES AND TASKS:

• Provide excellent customer service both in person and over the telephone, being prompt and courteous while delivering accurate and helpful information; facilitate effective connections to other resources and services within CODA where appropriate.
• Open, manage, and close the entrance, waiting room, and front office area of the clinic, ensuring areas are secured and orderly, with designated materials and signage. Ensure areas remain tidy and welcoming for guests. Respectfully enforce conduct standards within common areas, such as no loitering, food, loud voices, cell phones, or music. Seek additional assistance where needed to resolve facility or guest-related issues.
• Check patients in for scheduled services, ensuring contact and billing information is correct at every point of contact. Notify service provider of patient’s arrival and maintain awareness of the patient’s whereabouts until they are called into the treatment area.
• Identify and collect all payments due at time of service. Explain and enforce policies around inability to make payment and to collect existing balances. Assist with alternate options, such as Oregon Health Plan application process and/or rescheduling appointment where payment is not made. Consult with and receive approval from Program Supervisor or Manager for special situations and exceptions.
• Prepare and submit accurate Daily Balance Reports to Finance each day.
• Maintain cash and credit slips in the designated secure location for the site. Prepare bank deposits and personally deliver deposits to the bank. Submit deposit slips with reports to Finance.
• Manage a busy multi-line phone system, scheduling appointments and assisting with general inquiries; identify and connect callers with alternate resources within CODA where needed.
• Manage the general voicemail box for the clinic, ensuring calls are responded to during the same business day. Managing outgoing recordings for general information, such as weather related delays and special notifications.
• In coordination with the admissions team, assist with scheduling new patient intakes and assessments. Assist with uninsured patients options, such Oregon Health Plan and/or Qualified Health Plans.
• Utilize online insurance verification systems to confirm insurance information is valid and accurate for patients prior to their appointment. Utilize internal and external resources to verify coverage levels and authorization requirements, seeking help through appropriate channels where required.
• Ensure new patients complete the administrative intake paperwork according to administrative intake procedures. Input new patient information from the paper forms into the health record system.
• Complete courtesy and reminder phone calls for patient appointments.
• Schedule appointments, assist patients with rescheduling appointments, and assist with filling open or canceled appointment times where needed.
• Maintain up-to-date Release of Information forms for primary care physician(s), referent, insurance, and billing-related patient information releases. Facilitate limited releases of information where required for insurance purposes in accordance with CODA policy and HIPAA regulations.
• Facilitate the receipt of incoming patient medical records where requested by the clinical team. File and secure the records, ensuring confidentiality, and notify the requesting clinician that the new information is available.
• Occasional travel to outpatient clinics for coverage as needed. Support clinical teams in a helpful and courteous manner while adhering to established procedures consistently across worksites.

• Check approved visitors in according to CODA’s visitor policy using the visitor log; issue visitor badges to all non-patient and non-employee visitors.
• Receive, sort and distribute incoming fax and mail communications, ensuring confidential and timely receipt by the appropriate recipient.
• Attend scheduled team meetings and trainings at multiple worksites.
• Achieve outcomes using methods that align with CODA’s mission and values:
  • Communicate accurately and positively about recovery and the use of evidence-based treatments.
  • Use data and science to identify barriers, overcome obstacles, and inform decisions.
  • Be financially responsible; avoid waste, document accurately, seek new opportunities to serve.
  • Demonstrate compassion and respect for others.

Qualifications

REQUIRED EDUCATION, EXPERIENCE:

• High School Diploma or GED
• At least 2 years of relevant customer service experience in a similar non-profit and/or health care environment.

Salary : $21