Easter Seals Jobs

Job Description:

In this position, the Administrative Assistant is responsible for assisting the Clinic Manager with duties as assigned. The Administrative Assistant will assist in ordering supplies, managing vendor relations, entering data as directed, and paying invoices as assigned.

Billing/Collections Support

• Daily – process credit card charges through various software

• Monday, Thursday – Bank Deposits a. Organize by client, open, copy, complete bank deposit, log deposit, and distribute to Mgr. Maintain deposit envelopes, deposit slips/books.

• Monthly - Client Monthly AR Reports a. Obtain data from Mgr., update charts, prepare reports and include client dashboard.

• Monthly - Client Monthly Revenue Reports a. Obtain data from monthly client invoice, update report, prepare charts, and create pdf reports.

• As Needed - Assist with reports, charts, etc

• Entering Charges on Patient’s accounts.

Accounting Support

• Weekly – Update Matched Funds invoice to SVH and send out at the end of the month.

• Monthly - Prepare and email out all Admin Dues invoices. a. Allegiance, EBMS (City of Billings), Pacific Source, United Healthcare.

• Monthly – Prepare and email out all Phone/IDX invoices.

• Monthly – Prepare and email out all Billing/Collections invoices.

• Monthly – Prepare RMHN Member dues invoices for new approved providers.

• Yearly – Prepare and send out annual membership dues invoices. a. Coordinate with SVH rep regarding provider status (such as contract employees and locums.

Credentialing/Provider Support

• As needed - Send out Payor notices to provider/provider contacts via email and fax as needed, and file.

• As needed - Send out Workshop notices to providers and facilities and follow-up with reminder notices.

Outreach Support

• Monthly – Set-up chauffeured vehicle ‘Road Calendar’ with Outreach Client(s) on or before the 10th of each month and send to chauffeur company.

• Monthly – Set-up air travel for Outreach Client(s) if applicable.

• Monthly – Obtain travel reimbursement requests, verify, scan, file and provide to accounting for payment.

• Monthly – Obtain travel logs from Outreach Clients, log, scan, file.

• As Needed – Prepare new requests throughout the year for final presentations to the RMHN Board.

• As Needed – Company Liaison for Chauffeured Vehicle Travel.

• As Needed – Maintain a report of all approved Outreach Requests and complete cost analysis.

• Yearly – Prepare Annual Outreach Review for the RMHN Board (due by April 1st). A. Coordinate with all current outreach clients to insure documentation is complete. B. Research all documentation to determine if request is valid and complies with policy and regulations. C. Prepare packages for board to review. D. Send out notices to all provider offices of the board decisions.

Management/Board of Directors Support

• Monthly - RMHN Board Meetings A - Assist scheduling meetings - includes set-up room rental, projection, conference line and catering. B - Send out notices to board members as necessary. C - Send out notices to all providers as needed. As Needed – Make travel arrangements.

• As Needed – Provide secretarial support for Management.

Office Support

• Daily – Perform receptionist duties including answering the phones, directing calls and greeting visitors.

• Daily – Office maintenance (including unlocking/locking main door, stocking copiers/printer, turning off lights and coffee pot, watering plants, conference room set-up, etc.)

• Daily – Act as the office liaison between RMHN and providers, provider offices, Property Management, Building Owner, SVH, etc.

• Monthly – Maintain office supplies, place orders as needed, work with vendors regarding pricing.

• Monthly - Maintain staff emergency contact, staff phone list, employee anniversary and birthdates.

• Monthly - Organize employee birthday celebrations.

• Monthly – Set-up for staff meetings.

• As Needed – Update RMHN Website (including Board Members, Articles, Events, etc).

• As Needed – Assist staff with computer software, copier equipment, phone issues.

• As Needed – Work with Building Owner regarding changes, updates and unresolved office issues.

• As Needed – Notify Building Property management regarding office/building issues (including repairs).

• As Needed – Assist new staff with voicemail set-up, SVH email set-up, supplies, etc.

• As Needed – Order employee badges, business cards, company envelopes, etc. As Needed – Order Company marketing materials – includes working with vendors regarding samples and pricing, set-up, placing orders, maintaining stock

Minimum Qualifications

• High school diploma or equivalent

• Knowledge of medical terminology, anatomy and physiology, clinical medicine, surgery, diagnostic tests, pathology, pharmacology and various medical specialties as required.

• Excellent listening and communication skills, including English usage, grammar, punctuation, and style.

• Ability to understand diverse accents and dialects and various dictation styles

• Ability to communicate effectively and diplomatically within a multi-functional team

• Strong organizational skills and attention to detail

• Experience in understanding and usage of computers, including the Microsoft Office Suite, as well as the ability to learn applications relevant to the position

Physical Requirements:

Light-Lifting 20 lbs maximum with frequent lifting/carrying up to 10 lbs

Location:

Intermountain Health St Vincent Regional Hospital

Work City:

Billings

Work State:

Montana

Scheduled Weekly Hours:

40

The hourly range for this position is listed below. Actual hourly rate dependent upon experience.

$18.38 - $26.65

We care about your well-being – mind, body, and spirit – which is why we provide our caregivers a generous benefits package that covers a wide range of programs to foster a sustainable culture of wellness that encompasses living healthy, happy, secure, connected, and engaged.

Learn more about our comprehensive benefits packages for our Idaho, Nevada, and Utah based caregivers (https://intermountainhealthcare.org/careers/working-for-intermountain/employee-benefits/) , and for our Colorado, Montana, and Kansas based caregivers (http://www.sclhealthbenefits.org) ; and our commitment to diversity, equity, and inclusion (https://intermountainhealthcare.org/careers/working-for-intermountain/diversity/) .

Intermountain Health is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

All positions subject to close without notice.