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Administrative Assistant/Receptionist- DSD

Company: Seven Counties Services, Inc.
Location: Louisville
Posted on: October 16, 2020

Job Description:



Under general supervision, performs variety of administrative or business office functions, including front desk/reception, data entry, filing, medical records, typing, and report-running, handling problems and deviations according to instructions, procedures, previous training, or accepted CKY practices, with limited discretion to revise existing methods or protocols or develop new ones.


Performs such front-desk/reception functions as meeting and greeting clients and visitors, answering multi-line switchboard, forwarding calls to voice mail or appropriate staff member, taking and delivering messages, checking in clients (including verifying such demographic information as telephone number, mailing address, payer source; collecting payment for services; documenting payment for services; notifying clinician when client arrives); reconciling cash drawer; scheduling client appointments; copying, sorting, and delivering mail; sending and receiving/delivering faxes; meeting with client to review client intake form; and handling difficult customer service interactions, either face-to-face or by telephone. Enters various client data in electronic information system (e. g., client demographics, clinical assessment summaries (CASs), client eligibility information, client transfers, event changes, annual review updates) and enters other program-specific data (e. g., grants, payee) in various databases. Performs such medical records-related functions as building new legal health records; archiving closed legal health records; pulling legal health records for clinicians in advance of client appointments; filing clinical documentation (e. g., progress notes, treatment plans) in legal health record; managing legal health records by creating new volumes when record grows too large for single file; processing disability requests, releases of information, and subpoenas and court orders; generating correspondence to requestors of information; transferring legal health records from one program site to another; ordering closed legal health records from archives; running deficiency reports on legal health records; recovering files; and performing quantitative analyses of legal health records. Files and maintains variety of correspondence, records, reports, and other documents, related to site s operations, in addition to those related to legal health records. Performs variety of administrative functions, including typing from various sources; data entry, validation, and tracking of service activity logs (SALs); collecting, verifying, and scanning/faxing time sheets; processing requests for mileage reimbursements; as requested by supervisor, generating

purchase requisitions for such items as business cards, training registration fees, and office furniture; and taking minutes of meetings.

Runs miscellaneous reports, on request (for example, time sheet verification, caseloads, and deficiency reports), and various monthly/quarterly reports; assesses validity of reports; when reports are inaccurate, engages in problem-solving to correct inaccuracies; takes action, as needed, on results of reports; as needed, coordinates work site s IT functions. Participates in daily deposit process, including daily deposit reconciliation. Monitors work site s inventory of office supplies and orders supplies, as needed. As needed, maintains work site s petty cash account. Assists office manager or administrative manager with billing issues (e. g., Medicaid rejections). Performs such medical treatment-related administrative functions as processing prior authorizations, calling in prescriptions to pharmacy, coordinating lab appointments, and processing lab results. Performs administrative functions involved in utilization review (UR) process (e. g., tracking number of clients/clinician, case load reporting, follow-up on UR deficiencies).

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.


* Completion of up to 18 months business school, beyond high school.


* Three-to-four years experience working in office setting and performing various clerical or administrative tasks.

* Advanced knowledge of Microsoft Office Suite.

* Typing speed 50 - 60 word units per minute.

* Strong oral and written communication skills.


* Position has no unusual physical demands; individual has discretion about walking, standing, etc.

* Position requires lifting up to 10 pounds, with occasional lifting of ledgers, medical records, or computer runs.

* Position may occasionally require walking or standing, stooping, or bending.

* Occasional exposure to office chemicals or continual use of a video display terminal.

Within the bounds of their respective job descriptions, all staff are expected to exercise principle-centered leadership, focused on customer service responsiveness, with a continuous quality improvement orientation. Additionally, all staff are expected to develop a working knowledge of and follow all policies and procedures related to safety management and other Joint Commission standards.

TIME TYPE:Full time

Delivering Care that Changes People's Lives starts with our employees. As a Seven Counties Services employee there are many perks to enjoy. Below are just some of the great benefits you might be eligible for with Seven Counties Services.


* Medical Coverage

* Dental Coverage

* Vision Coverage

* Flexible Spending Account

* Health Savings Account

* Short Term Disability

* Long Term Disability - Company Paid

* Wellness Programs - Company Paid


* Competitive Compensation Packages

* Life Insurance - Company Paid

* Accidental Death & Dismemberment Insurance - Company Paid

* 403b Retirement Plan with Company Funded Matching

* Retirement and Financial Planning Services

* Employee Discounts including Dell Computers, Verizon Wireless, Liberty Mutual, Costco, and Enterprise Rent-a-Car

* Loan Forgiveness options through federal programs (National Health Service Corps & Public Service Loan Forgiveness)


* At Seven Counties Services training is one of our highest priorities. We provide company paid professional training for various skills, certifications, and continuing education

* Opportunities for growth and movement - We encourage our employees to consider new growth opportunities with us and have a 5 state footprint for those looking to relocate geographically

* Leadership Academy for our rising stars, supervisors, and leaders

* Seven Counties Services and Center for Clinical Excellence teach provide staff with industry best practices and processes


* Paid Time Off - Generous PTO for Vacations, Illness, Personal Days, Etc. (Paid Holidays)

* Flexible Work Schedules to promote a Healthy Work Life Balance

* Employee Assistance Program - assists employees with personal problems and/or work-related problems that may impact their job performance, health, mental and emotional well-being

Seven Counties Services is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, gender, disability, sexual orientation, marital status, or protected veteran status.

Keywords: Seven Counties Services, Inc., Louisville , Administrative Assistant/Receptionist- DSD, Administration, Clerical , Louisville, Kentucky

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