Job Description

About Us:

Serving one million patients and their families annually. Advancing medical knowledge, technologies and practices. Developing and educating the next generation of exceptional health care professionals.

With more than 100 locations in hospital-based clinics, outpatient health and specialty care centers, we provide the most advanced medicine and thoughtful, patient-centric care to the greater metro-Detroit community.

Job Summary:

The Behavioral Health Coordinator, Child/Adolescent position for Psychiatry ensures the efficient operation of the Department of Psychiatry and Behavioral Neurosciences (DPBN) by providing support to psychiatrists and other faculty and clinical providers. Support is provided by maintaining accurate and timely documentation of medical records through scribing, assisting with coordination of care for patients to provider, and improving overall clinic workflows.

Job Description:

Essential Duties and Responsibilities:

• Accompanies the physician and directly observes and documents essential occurrences during patient encounters, as well as other issues as directed.
• Interacts with the patients to gather preliminary information to provide to the provider.
• Conducts timely phone screenings with prospective new patients to determine appropriateness for services, gather relevant information, answer program related questions, and facilitate appropriate scheduling.
• Supports clinicians in obtaining collateral information necessary for patient care, including medical and school records, laboratory results, and other relevant clinical documentation.
• Maintains accurate & timely documentation in patient clinical records according to regulatory requirements and Department Policies and Procedures.
• Obtains Michigan Automated Prescription System (MAPS) reports at the prescriber’s request.
• Keeps track of annual evaluation & Abnormal Involuntary Movement (AIMS) completion dates.
• Stays aware of the most up-to-date billing code guidelines to ensure that documentation is coded accurately and for the maximum reimbursement available.
• Interacts with pharmacies and laboratories to obtain results.
• Ensures obtained patient lab results are reviewed with the physician promptly.
• Maintains availability to patients to act as a liaison between the provider(s), staff, and other departments within the healthcare facility.
• Ensures coordination of care for patients at collaborating organizations, including facilitating communication between the patient and other providers at those organizations.
• Provides support, education, and on-the-job training as necessary for fellow clinical scribes.
• Keeps track of providers’ appointment scheduling, monitoring time away, Holidays, etc., and notifies others as pertinent.
• Assures that both patients and clinical staff in contracted locations are notified of any schedule adjustments.
• Provides coverage for other scribes who may be out of the office.
• Provides accessibility to patients to receive questions/concerns that can be communicated to the physicians.
• Maintains timely contact as needed with insurance companies to ensure authorization for services/medications.
• Provides resources & coordinates referrals/services on behalf of patients as needed and based on the provider's request.
• Obtains collateral information, as requested by the provider, from families, friends, outside providers, etc.
• Identifies timelines associated with annual documentation, paperwork, AIMS tests, lab orders, and examinations to ensure that they are completed promptly.
• May be responsible for order delegation on behalf of the provider.
• Provides administrative tasks including letter writing and paperwork completion for the patients.
• Posts relevant clinical documents in the patient's clinical records.
• Conducts peer reviews to maintain departmental quality standards.
• Remains familiar with current projects and corresponding services and programs.
• Attends all required meetings and remains current by attending training and education as required.
• Performs other work as assigned.

Education, Licensure/Certification, and Training:

• Bachelor’s Degree in a related field (psychology, nursing, social work, etc.) preferred.
• At least 1-3 years of experience in a scribing, administrative assistant, or related field, with an emphasis in behavioral health.

Skills and Abilities:

• Ability to learn clinical terminology and adapt to new situations easily.
• Ability to audibly read and summarize accurately, prior visit information to provider.
• Ability to apply new skills and techniques taught on the job.
• Ability to collaborate with a team of other clinical scribes and within the department of clinicians, providers, and clerical staff, to ensure best clinical care is provided to the patient.
• Ability to maintain confidentiality & HIPAA standards as required by all federal, state, regulatory and Wayne Health policies.
• Ability to be flexible within the role.
• Ability to observe and to draft a narrative account of events accurately and concisely, in grammatically-correct English.
• Ability to take direction and self-motivate in order to execute a task without direct observation.
• Strong attention to detail.
• Speaks clearly and loudly.
• Able to utilize modes of telehealth (Zoom, Microsoft Teams, etc.) and be able to assist patients with these when needed.
• Skills in interviewing and eliciting information and cooperation from patients, preferred.
• Skills in establishing and maintaining effective working relationships with patients and staff.
• Ability to work in an environment that routinely involves exposure to highly-sensitive personal behavioral health/medical issues.
• Ability to problem solve.
• Strong skills in multi-tasking, communication, and organization.
• Ability to operate a computer.
• Ability to spell, proofread, and edit written text.

Safety Requirements:

• Compliance with Department Health and Safety policies and procedures

Working Conditions/Schedule:

• 40-hour work week, hours and days to be determined by the business needs of the department. Varying hours may be required based on location.
• Ability to work in normal outpatient and/or hospital clinic conditions.

Wayne Health is an EEO/AA/Veteran/Disability Employer