Description

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Summary:
UNC Hospitals Audiology is seeking a full-time Administrative Support Supervisor for audiology clinics and hearing aid dispensing program. We are looking for a highly motivated, customer-service oriented and experienced administrative staff to assist with non-billable administrative and clinical tasks to maximize the time and productivity of the clinical audiologists

Responsibilities will include but are not limited to:

1. Screening and triaging of incoming referrals to determine best appointment
2. Serve as a liaison between NC Medicaid and UNC Financial Services (Billing)/Rev Cycle to ensure most current billing processes are followed in the submission of authorization and claims for hearing aid DME product [high value] with goal of avoiding unnecessary denials/write-offs
3. Responsible for and train all admin staff on EPIC Audiology Charge Review WQ – entering charge amounts for DME/hearing aids based on models dispensed and then clearing charges from WQ
4. Submit all necessary documentation [clinic notes, dx, CPT code(s), letters of medical necessity] to process Medicaid, Tricare, EHDI and AT hearing aid pre-auths for children in need of hearing aids, earmolds and hearing aid accessories. With Managed Medicaid this requires accessing and entering information in 6+ different insurance portals
5. Entry and management of Medicaid, Managed Medicaid and Tricare pre-auth database to ensure that department is requesting and getting prior approval for all needed hearing aids for our pediatric hearing loss patients
6. Consistent communication with providers, clinical staff, Financial Navigation re: pre-auth status and insurance approvals so that product is ordered and dispensed within approved timeframe
7. Creation, development and updating of clinic forms and communication tools [check in/out slips, billing slips, pre-auth forms, spreadsheets] to ensure department is operating effectively and efficiently
8. Identify opportunities to enhance or improve current processes and initiate improvements and change
9. Collect and organize all paperwork required for Medicaid claims [Medicaid packet which consists of clinic notes, medical clearance, agency billing request, Medicaid pre-auth, manufacturer invoice(s)] and send to Patient Financial Services
10. Point person for all calls/emails from Patient Financial Services in need of hearing aid/earmold documentation for submission of hearing aid/DME claims – Medicaid, PHPs, private insurance [including but not limited to: clinic notes, medical clearance, agency billing request, Medicaid pre-auth, manufacturer invoice(s)]
11. Draft of letters of medical necessity for new/replacement DME and ensuring that they get signed by MD/AuD for insurance pre-auths and appeals
12. Submit tickets for Cadence, Communications, ISD requests
13. Provide clerical support as needed; assist with copying/faxing
14. Maintain audiology department files such as DME and hearing price lists, mailings, physician referrals, etc.
15. Assist admin staff on day-to-day operations by answering questions and troubleshooting issues within department
16. Process incoming external bone anchored hearing aid (BAHA) equipment (checking in, labeling, scheduling patient for activation)
17. Complete external BAHA registration forms
18. Ensure BAHA orders are on track and ready for patient’s activation or upgrade appointment
19. Management of broken equipment: notifying all staff of issue(s), serving as point person for medical engineering and follow up to ensure that equipment is repaired
20. Equipment and supply maintenance – inventory of supplies in hearing booths and HA rooms, ordering supplies while monitoring budget, update status of POs for Purchasing, update POs for each new FY budget
21. Monitor costs for clinical and office supplies and ensure department is within budget and periodically review pricing to and investigate alternative, more economic options, when needed
22. Work with purchasing to negotiate best pricing for DME/hearing aids and earmolds
23. Coordinates staffing needs and schedule changes for Admin staff across our 4 outpatient clinics
24. Meet regularly with department Manager to ensure latest communication, goals, and initiatives are disseminated to admin staff who are spread between multiple clinic sites and service areas and to update Manager/Director on issues that need to be escalated
25. Supervision of Admin staff in department, training of new admin/support staff
26. In conjunction with department manager interviews and selects candidates for hiring, coordinates orientation for new staff and develops work plans
27. Complete annual performance reviews and disciplinary actions per HR policy and guidelines
28. Manage admin staff requests for time off to assure appropriate coverage across multiple clinic sites
29. Develop coverage plan, notifying staff involved when admin staff members are out
30. Safety Coordinator and point of contact for building/maintenance issues; Assist management in JC audits – including Environment of Care, Safety Huddles

Training Requirement
Following hire, employee will have requirements of successful completion of on the job training.

Other Information

Job Details

Legal Employer: STATE

Entity: UNC Medical Center

Organization Unit: Pediatric Audiology And HADP

Work Type: Full Time

Standard Hours Per Week: 40.00

Work Schedule: Day Job

Location of Job: US:NC:Chapel Hill

Exempt From Overtime: Exempt: No

This is a State position employed by UNC Health Care System.

Qualified applicants will be considered without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

UNC Health makes reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as applicants and employees with disabilities. All interested applicants are invited to apply for career opportunities. Please email applicant.accommodations@unchealth.unc.edu if you need a reasonable accommodation to search and/or to apply for a career opportunity.