Practice Office Assistant

Full-time, Days/Eves

80 hrs/2 weeks

Office is open 8am-8pm

Position includes weekend and holiday rotation

START Program

The START program at WellSpan Health is a Certified Community Behavioral Health Clinic providing integrated mental health and substance use treatment for individuals with complex needs.

The Specialized Treatment and Recovery Team (START) was launched by WellSpan Health in 2020 in South Central Pennsylvania as a Certified Community Behavioral Health Clinic (CCBHC), supported by a SAMHSA grant. It is designed for individuals who require immediate or complex behavioral health care that may not be addressed by conventional outpatient services. 

START provides a comprehensive, integrated care experience, including:

• Mental health and substance use disorder services
• Medication-Assisted Treatment (MAT) for alcohol and opioid use disorders, including buprenorphine and naltrexone 
• Crisis mental health services and walk-in support
• Individual, group, and family therapy
• Primary care screening and monitoring of key health indicators
• Recovery and peer support services
• Care coordination and social services, including referrals for housing, job skills training, and child care access 

START emphasizes a trauma-informed, patient-centered approach, ensuring that care is tailored to each individual’s needs. The program integrates behavioral health, primary care, and social support to promote recovery and overall well-being. 

General Summary

Performs a variety of clerical office duties related to telephone management, receiving patients, insurance/billing, electronic record management, scheduling and administrative support as necessary. Ensures that the patient visit is a well-coordinated and friendly experience.

Duties and Responsibilities

Essential Functions:

• Answers telephones, routes callers, takes messages and provides routine information to callers.
• Greets and registers patients in accordance with established policies and procedures.
• Schedules patient appointments within established parameters.
• Performs various duties for effective check-in and check-out of patients.
• Prepares schedules and encounter forms for daily visits.
• Handles walk in patients in the appropriate manner.
• Ensures that Race, Ethnicity and Language is documented as appropriate.
• Processes patient charge and collects copays and deductibles.
• Performs various tasks related to end of day batch control, cash drawer etc.
• Enters and/or retrieves data from established computer files.
• Schedules appointments for patients with other provider offices and/or facilities including correct processing of necessary referral forms, pre-authorization forms, test instructions, patient benefit verification and transfer of patient information.
• Processes requests for patient information according to policies and procedures, including record copy service and form tracking.
• Researches billing questions and problems for patients with centralized billing service.
• Types various notes, letters, memos and reports, as needed. Proofs materials for errors.
• Complies with all HIPAA rules and regulations.
• Processes mail including scanning and tasking if applicable.

Common Expectations:

• Maintains established policies and procedures, objectives, quality assessment and safety standards.
• Complies with missed appointment policy (Admin 104).
• Supports Quality initiatives as determined by individual clinic site.
• Completes required education and competencies in a timely manner.
• Processes mail including scanning and tasking if applicable.
• Provides outstanding service to all customers; fosters teamwork; and practices fiscal responsibility through improvement and innovation.
• Establishes and maintains files and records on an ongoing basis.

Qualifications

Minimum Education:

• Certificate Program Professional Medical, Administrative or Business School Required or
• High School Diploma or GED With 12 or more months of customer service experience Required

Work Experience:

• Less than 1 year Relevant experience Required

Courses and Training:

• Medical terminology within 180 days Preferred

Knowledge, Skills, and Abilities:

• Excellent interpersonal/communications skills.
• Knowledge of medical/mental health office operations to include reception, billing and insurance and general office skills.
• Computer skills to include typing.

Benefits Offered:

• Comprehensive health benefits
• Retirement savings plan
• Paid time off (PTO)
• Education assistance
• Financial education and support, including DailyPay
• Expanded Paid Parental Leave

For additional details: Benefits & Incentives | WellSpan Careers (joinwellspan.org)