Fiscal Technician

I. JOB SUMMARY

Family Service & Children’s Aid Society employs the position of Fiscal Technician to perform clerical accounting work involving the application of bookkeeping principles and practices. Work involves the performance of standard bookkeeping duties in recording information in spreadsheets, processing a variety of financial records and documents, and preparing reports of a varying degree of complexity for Executive Staff, Program Directors, and Supervisors.

Job duties include assisting the clerk/receptionists in accepting and fielding phone calls, scheduling appointments, and special projects as assigned.

This Fiscal Technician position is located at the Agency’s Main Office at 716 East Second Street in Oil City and reports directly to the Administrative Assistant with formal individual supervision being held on a regular basis and informal supervision being available on an ongoing basis. This position also reports indirectly to the Executive Director of Family Service & Children’s Aid Society.

II. ACCOUNTABILITIES REGARDING WORK PERFORMED

Fiscal

A. Maintain and updates the Billing Matrix within EHR (Credible Behavioral Health Software System) for compliance with payers billing instructions.

B. Provides support for billing reconciliation between inputs and services versus revenues received.

C. Submit service encounters to other payers using a clearing house or other systems as required by funding sources.

D. Coordinate program and clinician enrollment on insurance panels; assist in completing and renewing credentialing applications such as the Council for Affordable Quality Healthcare (CAQH) application and applications for each insurance company as required.

E. Assist in trouble-shooting technical support issues; including coordinating with IT, EHR Admin staff, and others to communicate issues to software vendor (i.e. submitting Task Tickets to Credible Support)

F. Assists in ensuring program integrity and efficiency throughout the EHR system.

G. Update and maintain therapists’ and caseworkers’ schedules utilizing the EHR system.

H. Schedule intake appointments for Drug & Alcohol, General Counseling, ATV, Anger Management, and Supervised Visitation verifying consumers’ eligibility for Medical Insurance.

I. Obtain authorizations as needed for various programs for consumers in the Drug and Alcohol and General Counseling programs from insurance companies, and applicable Substance Abuse Programs including Venango and Crawford Counties.

J. Prepare and submit information needed to process, receive, record, post, and balance Insurance and Consumer fees for services provided in the Drug and Alcohol, General Counseling, HEIGHTS and OC Prep school programs including helping with filing and tracking dates and units on authorizations.

K. Keep updated on all billing requirements and revisions for various Managed Care Organizations and private insurance companies.

L. Log and prepare discharged charts at the Oil City Main Office for destruction and help in the Carone Center retention room to log and prepare boxes for pick up.

M. Verify daily consumer Medical Assistance (MA) and Managed Care Organizations (MCOs) including and Community Behavioral Health eligibility for Drug & Alcohol, General Counseling, and School-Based consumers.

N. Compile and prepare weekly, monthly, and yearly statistical and productivity reports from information gathered for all Drug & Alcohol and General Counseling programs which are used to meet the internal needs of the Agency as well as requirements of funding sources, licensing, and corporate insurance companies. Also, to have a current profile of services rendered and to be in compliance with contract specifications.

O. Assist the other fiscal tech with the Home & Community Services Program in billing and maintaining HCSIS enrollment compliance.

P. Assist in obtaining and updating credentialing information and requirements needed for private insurance providers, Employee Assistance Programs, BHO, and CCBH for both employees who are licensed social workers and counselors and for the facility.

Q. Backup to Administrative Assistant in coding payments received on daily money log to assist the accountant with processing payments to the correct accounts.

R. Provide additional help, assistance, and backup to the Fiscal Techs as needed.

Clerk/Receptionist

This position provides backup to the clerk/receptionists with the following duties on a when necessary basis:

A. Answers the telephone, schedules appointments utilizing the electronic health record (EHR) scheduling system, routes calls, and takes messages. Exercises independent judgment in urgent situations and offers referral information when appropriate to help the caller receive accurate information in a timely fashion.

B. Greets consumers and notifies appropriate employee of consumer arrival to assure expedient service.

C. Receives, records, and balances all payments received by the Agency using both a receipt book and a daily money log to assure accurate records.

D. Prepares outgoing mail and postage log on a daily basis maintaining accuracy in the postage charges to all programs.

E. Opens and distributes incoming mail in order that materials may be dealt with in a timely manner.

F. Maintains schedules utilizing the EHR system for social workers, therapists, and caseworkers, inclusive of scheduling appointments (via communication with therapists, caseworkers, consumers, and County personnel), telephone intakes, preparing information necessary for actual appointments, and notifying appropriate personnel to maintain availability of consumer slots.

G. Copies necessary forms and compiles intake packets, mails the intake packet information to the consumer.

H. Assists consumer after the appointment; receipt of fees, and scheduling of next appointment.

I. Makes reminder phone calls to confirm future appointment dates with consumers.

J. Contacts consumers to reschedule their appointments in the event that the social workers, therapists, or caseworkers are absent.

K. Assists in the maintenance of a calendar of activities for use of meeting rooms so as to avoid an overlapping of activities.

L. Responsible for filing all necessary documents including case records, correspondence, and reports in prepared charts in a timely manner which allows for accurate retrieval of information.

M. Maintain various databases to aide in the statistical process and allow for retrieval of accurate information in a timely manner.

N. Works one evening per week on an as needed basis to provide backup to the clerk/receptionists in assisting the therapists and caseworkers who have scheduled consumers for that evening.

O. Mail the Accounts Payables after the checks have been printed by the Accountant.

4.Other

A. Attend conferences, meetings, in-services, and training sessions in order to keep abreast of current information, regulations, and general knowledge to enhance professional growth.

B. May perform other duties deemed appropriate by Executive Staff to enhance the overall operation of the Agency.

III. HIPAA MINIMUM NECESSARY STANDARD

The minimum necessary standard, a key protection of the HIPAA Privacy Rule, is derived from confidentiality codes and practices in common use today. The minimum necessary standard requires the Agency to evaluate our practices and enhance safeguards as needed to limit unnecessary or inappropriate access to and disclosure of protected health information.

This position may only access the minimum information that is necessary to perform all job accountabilities included in this job description.

1. Permitted Accesses

A. Access to consumer files for Alternatives to Violence, Anger Management, Supervised Visitation, General Counseling, Drug & Alcohol, Adoption, HEIGHTS and OC PREP Programs.

B. Knowledge of limited Protected Health Information of consumers in other Agency programs.

C. Computerized Billing Systems

2. Justification/Purpose

A. To carryout the healthcare operations of the Agency.

B. For the purpose of directing phone and mail correspondence, appointment scheduling, file set-up, and typing case notes, transcription, and filling of case records, correspondence, and other information for consumer files.

C. For billing purposes and to enter demographic information from utilization reports on computer system; and when necessary, to provide additional assistance and back up to the Fiscal Techs.

IV. REQUIREMENTS

1. Valid PA driver’s license to use on the job when necessary.

2. Act 151, 73 and 34 clearances.

3. Ability and willingness to respect and practice confidentiality.

4. Flexibility to work irregular hours.

5. Willingness to attend out of town conferences, training workshops, and meetings as necessary.

V. QUALIFICATIONS

1. Ability to communicate in a clear, concise, and professional manner.

2. Ability to use a computer and software for word processing and data based spreadsheets.

3. Ability to work well within stated time frames or deadlines.

4. Ability and personality characteristics to work effectively with people from all social, economic, ethnic, and educational backgrounds and age groups.

5. Ability to work effectively without direct supervision.

6. Strong commitment to implement and promote the philosophy, goals, objectives, and policies of the Agency.

7. Ability to communicate clearly in both oral and written form.

8. Ability to organize workload around program priorities.

9. Ability to accept and exercise authority appropriately and make rational informed decisions.

10. Ability to respect and practice confidentiality.

VI. MINIMUM EXPERIENCE AND TRAINING

1. Education/Training Requirements

Associate degree or comparable experience in medical billing or office management.

2. Work Experience

One to three years of experience in performing medical billing, office management, bookkeeping, or clerical accounting work AND the above education requirements; OR any equivalent combination of education, experience and training which provides the requisite knowledge, skills, and abilities for this job.

Job Type: Full-time

Pay: $14.50 - $16.50 per hour

Expected hours: 37.5 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance

Work Location: In person