IVP Technician in San Francisco, California at Bay Psychiatric Associates

Summary

Setup and monitor daily TMS & Ketamine treatments for patients, completing all necessary treatment documentation and scheduling patients for daily treatments and weekly follow ups. This position is responsible for completion of all assigned daily database tasks. The position assists other staff, assists with research on TMS & Ketamine Therapy, and assists in marketing and social media projects, as needed. This position works between our locations as needed by the company.

Essential Duties

• Schedule calibration and IVP treatment series.
• Administer/oversee all IVP patient treatments and monitor for any medical concerns.
• Complete treatment reports and all required medical documentation for each treatment.
• Send physician referral letters for all assigned IVP patients.
• Closing treatment charts and entering outcomes.
• Post-treatment follow up calls to patients up to two years.

Duties

• Clock in and out to record work hours as required.
• Approve previous day’s timesheet daily after clocking in.
• Prepare, distribute and respond to all assigned office correspondence.
• Check voicemails throughout the day and answer/return phone calls to patients, doctors and insurance/billing companies, or allocate in database as appropriate.
• Create and respond to emails from patients, doctors, and insurance/billing companies, or allocate to appropriate coworkers in database.
• Complete personal daily tasks assigned in task database.
• Assist with creating patient charts and entering info into systems, as assigned.
• Treat patients based on the assigned by the Treatment Coordinator.
• Assess patients’ daily health status and engage them throughout treatment.
• Assure treatment maintains full contact and any patient problems are addressed immediately.
• Scheduled weekly/bi-weekly follow-up visits with their physician.
• Assure rating scales are provided to patients, as assigned.
• Monitor patient authorization status during treatment series.
• Complete reminder calls, as assigned.
• Assist with TMS & Ketamine appeals, as assigned.
• Assist with special projects as assigned, including clinical research, marketing projects, and social media outreach.
• Submit signed timesheet on 10th & 24th of each month, or as directed based on payroll cutoff.
• Provide weekly status reports and attend all staff meetings.
• Keep office supplies stocked / adding items to the supply order list when low.
• Keep the shared office areas clean of debris or messy paperwork.
• Attend employee training series sessions.
• Meet with supervisor monthly for ongoing training/support.

Measurement of Success

• An accurate timekeeping record; shows up at the work station on time and ready to work every day. Timesheets edited and approved by all assigned dates.
• Effectively responds to all office correspondence, voicemail and email within 4 business hours.
• Patient treatments are administered timely & accurately, and the physician is alerted to any changes/updates/concerns.
• Status reports are accurate and 100% attendance at all staff meetings.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to juggle multiple tasks and adjust to changing schedules and priorities and efficiently meet deadlines.
• Able to work as a team player or independently and with or without direction.
• Self-motivated, detail-oriented and organized.
• Compassionate and professional with patients at all times.
• Experience with telecommunication hardware and software.
• Proficient in computer applications such as Outlook, Microsoft Office, and web browsers.
• Excellent English communication (oral and written) - interpersonal, organizational, and presentation skills.
• Typing proficiency.
• Able to work with confidential material and maintain appropriate boundaries.
• Effectively work with multiple managers.
• Professional attitude and attire.

Special Requirements

• Medical office experience preferred.
• Medical billing experience preferred.

Education and Experience

• CMA/Bachelor’s preferred, or 5+ years relevant experience.
• 2+ years office administration experience preferred.
• TMS & Ketamine Therapy experience preferred.
• Intermediate to advanced experience with Excel and Word applications.

Reasoning Ability

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to read and interpret a variety of instructions furnished in written, oral, map or schedule format.
• Ability to learn new software applications.
• Ability to read, analyze and speak English.
• Ability to write reports and business correspondence.
• Ability to effectively present information and respond to questions from doctors, groups of managers, patients and the general public.
• Ability to calculate figures and amounts such as proportions, percentages, and rates.
• Ability to take initiative to complete tasks.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is medium (normally).
• The office is busy with lots of distractions and people in and out (patients and doctors).
• Work environment involves minimal exposure to physical risks, such as operating dangerous equipment or working with chemicals.
• Work involves minimal exposure to unusual elements, such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors, and/or loud noises.
• Chemicals known to the State of California to cause cancer, or birth defects or other reproductive harm may be present in the work environment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of the job, the employee is required to:

• Regularly talk, read or hear up to 8 hours a day.
• Regularly sit, type, and use the mouse up to 8 hours a day.
• Regularly sit and stand from chair up to 20 times a day.
• Regularly engage in conversation with severely depressed patients.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Occasionally stand, walk, use hands to finger, handle or feel, and reach with hands and arms.
• Regularly climb stairs and/or take elevator.
• Occasionally lift and/or move up to twenty-five (25) pounds.