JOB DESCRIPTION

TITLE:                       Administrative Assistant, Level 1

DEPARTMENT:       Health Services

REPORTS TO:          Associate Vice President

FLSA:                         Non-Exempt

Position Summary: The level 1 Administrative Assistant is responsible for all aspects of administrative support for the UM Nurses, UM Coordinators, and Management team.  This support not limited to letters, faxing, filing, answering phones, copier/fax machine support, data entry and the development of departmental tools, as appropriate.  

Essential Roles and Responsibilities:

I.  Administrative Duties

1. Daily: 
   
   
   1. Authorization fax logs
   
   
   2. Send today’s plan by 8:30
   
   
   3. Check fax machines hourly and distribute to appropriate staff
   
   
   4. Refill paper in fax machines/ printers
   
   
   5. Check appeal phone 3 x daily and return calls to members regarding EOB or case closure letters
   
   
   6. Run letters through RMS system
   
   
   7. Check Fax Press Servers
   
   
   8. UniCare faxes – receive and distribute as appropriate
   
   

i.         Maintains all department filing and purges files as appropriate.

j.        Assists/coordinates denial and appeal letters as assigned, enters to logs, mails then files letters in binders.

k.      Formats, mails and files all Case Closure letters.

l.         Types, mails and files all Exhaustion of Benefit and Transition of Benefit letters as assigned. 

m.     Coordinates and sends identified avoidable day letters for UMN

1. Monthly:
   
   
   1. Print and distribute provider rosters monthly
   
   
   2. Update RC grids as needed
   
   
   3. Print and distribute RC grids
   
   
   4. Print Managers Scope of Benefits
   
   
   5. Hole punch and update Manager’s binders
   
   
   6. Print reports from RMS for Managers
   
   

g.       Enters UM monthly statistics into meeting minutes 

h.       Prints UM fund reports for monthly meetings

i.         Runs PA review report and enters into monthly minutes

j.        Coordinates transition of PsycHealth statistics to shared drive, enters authorization and case for all inpatient cases no later than the date of data receipt and provides notification to Financial Analyst and UM Director upon completion of process.

k.      Prints denial logs, copies denial files and sends to BCBS 

l.         Files monthly denials and appeals

1.  
   
   
   1. Make packets for UM Staff meetings
   
   

1. Annually
   
   
   1. Collect nursing licenses
   
   
   2. Annual audits – print logs cases and auths for annual audits
   
   
   3. UM Plans, collate the attachments for the UM Plans
   
   
   4. Collect all staff signed attestations
   
   

1. Other Duties
   
   
   1. Arrange courier for package Deliveries to BCBS monthly and PRN
   
   
   2. Schedule building conference rooms, with identified equipment and food
   
   
   3. Create new hire resources / training binders
   
   
   4. Create new binders for 2010 appeals, denials, EOB’s etc.
   
   
   5. File paper referrals (rare)
   
   
   6. Flash fax notifications to provider offices
   
   
   7. Send QM faxes as needed
   
   
   8. Alphabetize QM paperwork
   
   
   9. Data enter QM data
   
   
   10. Copy / scan projects prior to submission to BCBS
   
   
   11. Scan necessary documents into system
   
   

II. Knowledge, Skills, and Abilities:

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.


• Knowledge of Word, Excel, Powerpoint, Outlook, and Access applications


• Knowledge of Medical Terminology


• Knowledge of the structure and content of the English language, including rules of composition and grammar and the ability to communicate effectively in writing.


• Ability to actively listen and communicate information and ideas, both verbal and written, so others will understand.


• Extraordinary organizational skills along with the ability to work independently


• Ability to take direction and prioritize workload, appropriately


• Detail oriented


• Ability to multitask


• Maintains confidentiality per HIPPA guidelines


• Able to focus on customer’s needs—Anticipate, understand, and respond to the needs of internal and external customers to meet or exceed their expectations within the organizational parameters

V.  Minimum Qualifications

• Ability to maintain the highly confidential nature of member Personal Health Information (PHI)


• High School graduate with additional coursework or two years’ college education


• Minimum of two years administrative experience


• Demonstrated personal computer and word processor skills (experience with Microsoft Word, Excel and Access)


• Above-average communication skills, ability to work efficiently and effectively with both employees and managers. 

VI. Core Competencies

Communication: Maintains professional and positive interaction with physicians, offices, members and health plan staff. Presents information in a clear and concise format, ensuring mutual understanding through discussion, questions and feedback.

            Continuous Improvement: Actively participates in continuous improvement activities, identifying opportunities, enhancing current approaches and developing new ideas with the overall objective of continuous improvement. Proactively seeks new skills and knowledge and is able to apply them to the job.

Customer Service: Exceeds internal and external customers’ expectations by demonstrating understanding of customer/member needs to ensure effective delivery of a solution, product, or service that best fits their needs.

            Productivity: Effectively and efficiently uses time and resources to achieve work-related goals, organizing activities according to priority and the need for coordination and cooperation with others.

            Problem Resolution/Decision-Making: Applies considered judgment to make decisions within assigned job duties, based on critical analysis and evaluation of the situation, the options, and their implications to elicit a positive outcome. Promotes dialogue to seek resolution of conflicts or problems with others. Seeks and offers solutions to problems.

            Accountability: Takes responsibility for assigned work, following through to ensure goals are met or exceeded. Takes responsibility for decisions and/or actions in the job.

            Responsiveness to Change: Demonstrates an openness to new ideas and ways of working; adapts to changing needs and situations; approaches issues with an openness to change and a willingness to pursue different approaches to achieve a positive outcome.

            Teamwork:  Works cooperatively and collaboratively with others, contributes to the “team” in its broadest sense; encourages participation, commitment, and an active contribution from him/herself and others in the pursuit of common goals. Actively seeks ways to apply knowledge and skills to help others.