Job Title: Patient Intake Assistant
Job Classification: Full-time (1.0 FTE) Non-Exempt, hourly Employee
Schedule: M-F 40 hrs per week, office hours on MST
Reports to: Senior Integrated Care Coordinator
Hourly Rate: $18-$20 hourly DOE
Location: Fully remote (work from home)
Company Description
Behavior Change Institute is a nationally recognized service agency that specializes in providing Applied Behavior Analysis (ABA) therapy for individuals diagnosed with autism and their families. We are looking for motivated professionals who share in our commitment to improving the wellbeing of others!
Job Description
BCI’s Intake Assistant plays an integral role in the BCI Patient Experience supporting numerous aspects of patient care coordination including guiding new patient enrollment and onboarding, maintaining electronic patient records and administrative support of Care Coordination team members on an on-going basis.
Essential Duties
New Patient Inquiry Calls & Messages
- Assist with telephone intake calls with prospective new patients and families
- Gather basic patient/family information
- Review new patient information, and send electronic intake screeners, assessments, and intake packet to the patient in accordance to their demographics
- Assist with the management of incoming calls and messages received through call answering service. Transfer received messages to the appropriate department
- Contact prospective patients seeking information relating to ABA therapy or diagnostic testing
- Schedule enrollment calls with BCBA Intake Specialist via electronic scheduling platform
New Patient & Family ABA Services Onboarding
- Create new electronic patient accounts and folders in BCI’s electronic medical records databases and grant permissions to the patient's clinical support team when appropriate
- Enter details of health insurance and assessment authorizations, and collaborate with the Patient Benefits Coordinator on authorizations that require prior authorizations
- Work with BCI Care Coordinators, families, and local providers to collect ABA enrollment paperwork and supporting records
- Review all supporting documents for completion and ensure all funder-specific required paperwork is received
- File records in BCI’s electronic medical records databases and ensure all paperwork is kept current
- Provide translation service during clinical intake calls with Spanish speaking families
BCI Diagnostic Intake and Evaluations
- Provide timely status updates to key team members on all prospective patients throughout the intake process for evaluations with BCI
- Send follow up emails to prospective patients or families with BCI’s flier and diagnostic testing information
- Onboarding Diagnostic Patient Records
- Create new electronic patient accounts and folders in BCI’s electronic medical records databases and grant permissions to the diagnostician conducting the evaluation
- Review new patient information, and send electronic intake screeners, assessments, and intake packet to the patient in accordance to their demographics
- Conduct regular check ins with patients to ensure paperwork is being completed in a timely manner, and offer support if needed by the patient
- Input all collected patient information into the correlating spreadsheets
- Diagnostic Authorizations
- Enter in Central Reach diagnostic authorizations, and work with the Patient Benefits Coordinator on diagnostic assessments that require prior authorizations
Medical Records Coordination and Maintenance
- Triage all incoming electronic faxes and forward to the appropriate parties
- Obtain and maintain current Release of Information consent forms on file and in MetaData for Patients’ Primary Care Manager
- Collaborate with the Billing Department to send out requests for updated credit card account information, and update payor information in the patient’s Central Reach account.
- Maintain records for mandatory diagnostic re-evaluations. Obtain, archive, and maintain incoming records from Diagnostics Provider Partners
- File incident and unusual occurrences reports in patient electronic file
- Submit updated treatment plans to PCP for coordination of care
- Collaborate with the Patient Benefits Coordinator for changes in insurance and payor information to ensure Central Reach is updated with new information for the billing team
- Ensure clinical and administrative team members are granted access when requested to paired patients they will be treating
- Work with the Patient Benefits Coordinator on entering all insurance authorizations received into Central Reach including assessment authorizations and placeholders.
- Update any authorizations with additional hours/units requested by clinicians, and troubleshoot with the Patient Benefits Coordinator on any request that requires additional support.
- Insurance Audits and Authorizations
- Respond to all audit requests made by patient health insurance carriers. Prepare and submit all requested records in a timely manner.
- Work with Patient Benefits on entering all insurance authorizations received into Central Reach including assessment authorizations and placeholders.
- Update any authorizations with additional hours/units requested by clinicians, and troubleshoot with the Patient Benefits Coordinator on any request that requires additional support.
Required Meetings:
- Quarterly Administrative Meetings
- Weekly 1:1 Meetings with Direct Supervisor
- Monthly Care Coordination Meetings
Other:
- Perform other duties as required
Supervisory Responsibilities:
- No supervisory responsibilities
Required Skills and Abilities:
- Outstanding communication and interpersonal skills
- Strong attention to detail
- Strong analytical, problem solving, and organizational skills
- Ability to manage a high volume of details
- Ability to effectively triage and prioritize a high volume of tasks
- Absolute comfort using technology and communicating across multiple modalities
- General Knowledge of Microsoft Office Suite and general database management
Education and/or Experience:
- Bachelor’s degree required.
- 1+ years of patient intake, care coordination or health outreach required.
Writing Skills
Ability to produce careful documentation for employee human resource files, in accordance with best practice. Ability to write in English and produce written material with appropriate grammar preferred.
Language Skills
- Spanish fluency required
- Ability to effectively communicate information and respond to questions from your direct supervisor, employees, patients, and community partners when appropriate. Ability to communicate clearly and effectively using compassionate language and offer structured support to staff and patients in verbal and written language.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Reasoning Ability
Ability to interpret a variety of instructions furnished in written, oral, pictorial or schedule form. Ability to demonstrate good judgment and efficiency during decision-making.
Other Skills
- Ability to work collaboratively with others. Ability to prioritize tasks and demonstrate efficient use of time.
- Ability to portray a professional, polished appearance and communication. Excellent technological skills and ability to learn new systems quickly using cloud based servers, software and online applicant tracking systems.
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 this job, the employee is frequently required to walk, sit, stand and drive. The employee is also required to use their hands and reach with their arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision and ability to adjust focus.
Benefits
- Health Insurance
- Dental Insurance
- Vision Insurance
- Basic Life Insurance
- 401-K Retirement Plan
- Certified Financial Planning
- Infant at Work Program
- Accident/Hazard Insurance
- Dependent Care Flexible Spending Account
- Cell Phone Stipend
- Generous PTO and Compensatory Time Benefits
- Annual Professional Development Stipend
- Accident & Hazard Insurance
- Technology to access our state-of-the-art clinical portal, where you can attend training, access curriculum and communicate with clinical experts!
Additional Information
We take great pride in our professional team and therefore we provide competitive pay and ongoing opportunities for professional development and advancement!
Behavior Change Institute is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations, and ordinances.
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Job Type: Full-time
Pay: $18.00 - $20.00 per hour