Fiscal Assistant

I. JOB SUMMARY

Family Service & Children’s Aid Society employs the position of Fiscal Assistant to perform routine clerical work involving the typing and processing of a variety of documents of a varying degree of complexity for Executive Staff, Program Directors, and Supervisors. Job duties include accepting and fielding phone calls, scheduling and confirming appointments, typing routine correspondence, preparing outgoing mail and various reports, obtaining authorizations and verifying eligibility for clients, and special projects as assigned.

This Fiscal Assistant assists and provides backup for the Fiscal Techs with the following duties when necessary: processing paperwork, preparing and processing billing information, verifying consumer eligibility, and assisting in credentialing requirements.

This Fiscal Assistant position is located at the Agency’s Main Office at 716 East Second Street in Oil City and reports directly to the Administrative Assistant for Fiscal and also reports indirectly to the Finance Manager of Family Service & Children’s Aid Society.

II. ACCOUNTABILITIES REGARDING WORK PERFORMED

1. Fiscal

A. Update and maintain therapists’ and caseworkers schedules utilizing the EHR system.

B. Schedule intake appointments for Drug & Alcohol, IFC, and verify consumers’ eligibility for funding sources.

C. Log and prepare discharged charts at the Oil City Main Office for destruction and help in the Carone Center retention room to log and prepare boxes for pick up.

D. Verify eligibility daily for consumers who have Medical Assistance (MA) and Managed Care Organizations (MCOs) including Carelon Behavioral Health, Community Care Behavioral Health, and other insurances for Drug & Alcohol, HEIGHTS, OC PREP, MHMFND and IFC consumers

E. Enter Drug & Alcohol consumer information on computer EHR system, intakes, discharges, demographic information, and when necessary, utilization reports.

F. Prepare and submit information needed to process, receive, record, post, and balance consumer fees for service on an ongoing basis. This would encompass county billing, general fees for service, private insurance billing, and MCOs invoicing.

G. Assist, in the absence of the Fiscal Technician with the Home & Community Services Program.

H. Assist in obtaining and updating credentialing information and requirements needed for private insurance providers, Employee Assistance Programs and MCOs for both employees who are licensed for the facility.

I. Provide additional help, assistance, and backup to the Fiscal Techs as needed.

J. Generate client statements for various programs including IFC, Drug & Alcohol, and other programs as needed.

K. Maintain various databases to prepare the statistical reports for Drug & Alcohol and General Counseling Programs in a timely manner.

L. Works one evening per week on an as needed basis to provide backup to the receptionist/secretaries in assisting therapists and caseworkers who have scheduled consumers for that evening.

M. Assist in the maintenance of office equipment (primarily the copy machine) to assure that program and office needs are met.

N. Assist the Administrative assistant with filing of timesheets and other tasks as needed.

2. Receptionist-Back up duties

A. Answers the telephone, schedules appointments utilizing the EHR scheduling system, routes calls, and takes messages. Exercises independent judgment in urgent situations and offers referral information when appropriate to help the caller receive accurate information in a timely fashion.

B. Greets consumers and notifies appropriate employee of consumer arrival to assure expedient service, updates appropriate code on the EHR scheduling system as a record for consumer billing and Agency statistics.

C. Receives, records, and balances all payments received by the Agency using both a receipt book and a daily money log to ensure accurate records.

D. Prepares outgoing mail and postage log on a daily basis maintaining accuracy in the postage charges to all programs.

E. Opens and distributes incoming mail in order that materials may be dealt with in a timely manner.

F. Assists consumer after the appointment, receipt of fees, and scheduling of next appointment.

G. Makes reminder phone calls to confirm future appointment dates with consumers.

H. Contacts consumers to reschedule their appointments if the social workers, therapists, or caseworkers are absent.

I. Assists in the maintenance of a calendar of activities for use of meeting rooms to avoid an overlapping of activities.

J. Cover other offices as needed.

3.Other

A. Attend conferences, meetings, inservices, and training sessions to keep abreast of current information, regulations, and general knowledge to enhance professional growth.

B. May perform other duties deemed appropriate by Executive Staff to enhance the overall operation of the Agency.

III. HIPAA MINIMUM NECESSARY STANDARD

The minimum necessary standard, a key protection of the HIPAA Privacy Rule, is derived from confidentiality codes and practices in common use today. The minimum necessary standard requires the Agency to evaluate our practices and enhance safeguards as needed to limit unnecessary or inappropriate access to and disclosure of protected health information.

This position may only access the minimum information that is necessary to perform all job accountabilities included in this job description.

1. Permitted Accesses

A. Access to consumer files for Alternatives to Violence, Anger Management, Supervised Visitation, General Counseling, Drug & Alcohol, Adoption, HEIGHTS and OC PREP Programs.

B. Knowledge of limited Protected Health Information of consumers in other Agency programs.

C. Computerized Billing Systems

2. Justification/Purpose

A. To carry out the healthcare operations of the Agency.

B. For directing phone and mail correspondence, appointment scheduling, file set-up, and typing case notes, transcription, and filling of case records, correspondence, and other information for consumer files.

C. For billing purposes and to enter demographic information from utilization reports on computer system; and when necessary, to provide additional assistance and back up to the Fiscal Techs.

IV. Requirements

1. Valid PA driver’s license to use on the job when necessary.

2. Act 151, 73 and 34 clearances.

3. Ability and willingness to respect and practice confidentiality.

4. Flexibility to work irregular hours.

5. A willingness to attend out-of-town conferences, training workshops, and meetings as necessary.

V. QUALIFICATIONS

1. Ability to communicate in a clear, concise, and professional manner.

2. Ability to use a computer and software for word processing and data-based

spreadsheets.

3. Ability to work well within stated time frames or deadlines.

4. Ability and personality characteristics to work effectively with people from all social, economic, ethnic, and educational backgrounds and age groups.

5. Ability to work effectively without direct supervision.

6. Strong commitment to implement and promote the philosophy, goals, objectives, and policies of the Agency.

7. Ability to communicate clearly in both oral and written form.

8. Ability to organize workload around program priorities.

9. Ability to accept and exercise authority appropriately and make rational informed decisions.

10. Ability to respect and practice confidentiality.

VI. MINIMUM EXPERIENCE AND TRAINING

1. Education/Training Requirements

This entry level position requires the completion of a high school curriculum preferably a business course including computer literacy; Microsoft Office (proficiency in Word and Excel); and experience with scheduling and billing programs. Excellent phone and organizational skills.

2. Work Experience

Prefer one to three years of experience in performing secretarial work, clerical work; or medical billing, AND the above education requirements; OR any equivalent combination of education, experience and training which provides the requisite knowledge, skills, and abilities for this job.

Job Type: Full-time

Pay: $13.50 - $14.50 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance

Work Location: In person