Job Summary: The Program Assistant works to ensure that the daily operations of the WMC Valhalla Adult and Child MHOTRS programs function as smoothly as possible. The Program Assistant engages in a wide variety of administrative support functions, with particular attention to regulatory and billing compliance issues. Additionally, they are the primary contact in regard to billing and coding. They are responsible for coordinating communication between the Medical Records Department and the clinical staff. This position will require the ability to utilize effective communication skills in working with both the mental health population and hospital staff.

Responsibilities:

• Responsible for maintaining all patients’ charts – including electronic files as necessary – including filing and purging.
• Conducts audits of medical records and develops and maintains reports and tracking systems (using Microsoft Office and Cerner applications) to monitor compliance with clinical documentation and coding standards and requirements.
• Collaborates and effectively communicates with clinical staff to enhance clinical documentation accuracy, timeliness, and adherence to all applicable policy and regulatory requirements.
• Reports critical audit findings to the Department Coordinator and/or Regional Director as needed.
• Engages in research, analysis, and professional development to identify priority areas for documentation and coding improvements, enhancing accuracy and efficiency.
• Tracks and reconciles missing or outstanding electronic billing documentation.
• Acts as a liaison between the Medical Records Department and the clinical staff at the Adult and Child MHOTRS programs.
• Monitors and reports key performance indicators (KPIs) related to clinical documentation and coding accuracy; participates in Performance Improvement Projects (PIs) to support program development.
• Receives, greets, and directs patients and guests, in person or via telephone, exhibiting excellent interpersonal skills and a patient-centered approach to customer service.
• Performs office management duties including managing supplies and environmental tasks, and assists with scheduling to support office production.
• Assists with insurance and recertification audits.
• Accesses protected health information (PHI) in accordance with departmental assignments and guidelines and maintains compliance with HIPAA, local, state, federal, and other agency rules and regulations.

Qualifications/Requirements:

Experience: Customer Service Experience Preferred. Experience working in a hospital preferred.

Education: High School or GED

Licenses / Certifications:

Other: Must have advanced computer and typing skills and have good oral presentation for front desk duties and phone etiquette. Must be able to follow written and verbal directions, to record basic data, and report observations to the supervisor.