Job Description
Job Description
JOB DESCRIPTION
Position : HCBA POT Admin Assistant
Pay Range : $24.00-$27.00 PER HR
Reporting To : HCBA Lead Admin Assistant / Intake Manager
Work Type : Hybrid
POSITION SUMMARY :
The HCBA POT Admin Assistant is responsible for tracking and sending the Plan of Treatments (POT) to the appropriate medical offices for signatures, this may include following up on signatures from the caregiver and HCBA CMT staff. The POT Administrative Assistant ensures timeliness and effective communication as part of the POT process including answering phone calls, uploading documents, and following up with the beneficiary’s primary care physician and family to retrieve the signatures.
QUALIFICATIONS :
- Detail- Oriented and organized.
- Proven ability to work in a fast-paced environment.
- Openness, interest in learning, and willingness to "dive into" the work.
- Excellent communication and intrapersonal skills.
- Ability to meet assigned deadlines.
- 2+ years in an office environment.
- Microsoft Office and Excel skills.
- Is at least 18 years of age.
- Is self-instructed and able to work with little supervision.
- Background in the medical field preferred.
ESSENTIAL DUTIES AND RESPONSIBILITIES :
The following is a representation of the major duties and responsibilities of this position. The agency will make reasonable accommodations to allow otherwise qualified applicants with disabilities to perform essential functions.
Answer all incoming phone calls.Gather all necessary information.
Transfer to the appropriate person accordingly.Return call with information when it has been obtained.Enter case notes for all calls.Sends email to Lead and Case Management Team (CMT) when the POT is retrieved or if there are issues obtaining the signaturesComplete necessary steps in reviewing the POT.Verify current Acuity Tool is in client’s chart
Verify services on POT match the Menu of Health Care Services (MOHs)Verify all signatures (CMT, physician, and beneficiary / family) are present prior to uploadVerify Primary Care Physician (PCP) is listed.Verify the fax# and phone # is present on the POT.Track and record the Outgoing date, follow-up attempts, date POT is uploaded and mailed to the client on the POT tracker and the Electronic Medical Records Systems used.Understands current and stays up to date on healthcare laws and regulations.Follow up with a phone call to ensure that POT was received by the physician's office.Follow up on POTs that have not been signed by a physician yet at least 6 timesIntake : Retrieve the POT signature before the DHCS enrollment packet due dateCommunicates with the case management team on handoffs, service changes, tasks needed to be completed, and / or other pertinent information related to the case.Submit reports to lead or upper management when requestedAttends all State mandated in-service training.Training / precepting new hires that may be assigned.Conforms to all agency policies and procedures.Familiarity with Title 22.Participates in appropriate continuing education as may be requested and / or required by your immediate supervisor.Maintains a comfortable work environment for all employees.Performs other duties as assigned.PHYSICAL REQUIREMENTS :
Stand, sit, talk, hear, reach, stoop, kneel and use of hands and fingers to operate computer, telephone, and keyboard on a frequent basis (up to 75% of the time).Close vision requirements due to computer work.Light to moderate lifting may be required (Up to 25lbs).