Administrative Assistant/Specialty Clinics (40 hr, Day)

Beth Israel Lahey Health•Needham, MA

About The Position

Provides administrative support to outpatient specialty clinics, including verifying insurance eligibility, benefits, referral requirements, and authorization requirements. Coordinates required prior authorizations and referrals with insurance providers or intermediaries and documents them in the electronic medical record. The role requires knowledge of CPT and ICD-10 codes and includes administrative support for physicians, patient scheduling, and coordination with other hospital staff. The Administrative Assistant answers and screens telephone calls, takes accurate messages, types correspondence and documents that may require complex formatting, checks in patients as needed, and schedules office appointments and imaging exams. The role may also manage physician billing, complete patient forms, prepare medical records requested by attorneys, and arrange peer-to-peer reviews. Patient confidentiality and professional, patient-centered conduct are expected at all times.

Requirements

High school diploma or GED.
0–1 years of related work experience.
Ability to work independently with minimal supervision.
Excellent customer service skills.
Experience with computer systems, including web-based applications and some Microsoft Office applications, which may include Outlook, Word, Excel, PowerPoint, or Access.
Knowledge of CPT and ICD-10 codes.
Ability to communicate clearly and effectively in written English.
Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families, and external customers.
Ability to follow precedents and procedures, organize work within general guidelines, and seek assistance in difficult or unpredictable situations.
Ability to work collaboratively in small teams and provide professional, respectful customer service, including remaining calm in stressful situations.
Competence to provide patient care to neonatal, youth, young adult, middle-aged, and elderly age groups.
Ability to exert up to 20 pounds of force frequently and to stand for periods of time or move throughout the hospital campus.

Nice To Haves

Three to five years of experience in a hospital financial or clinical setting.
Understanding of hospital collections.

Responsibilities

Secure required prior authorizations and document them in OMR.
Make follow-up calls to prior authorization agents as needed to ensure timely turnaround of authorization documentation.
Complete patient forms, including disability, return-to-work, and FMLA forms.
Interview patients or their representatives to obtain or verify personal information, including emergency contacts, next of kin, employer, and insurance information.
Secure referrals for outpatient clinic visits, which may include medical clearance and physical therapy, and document them in OMR.
Prepare medical records requested by attorneys and arrange peer-to-peer reviews for physicians as needed.
Secure surgery approval and ensure medical clearance before surgery.
Schedule patient surgeries, including workers’ compensation surgeries, and coordinate with other hospital staff as needed.
Verify insurance eligibility, benefits, referral requirements, and authorization requirements for the clinics.
Answer and screen telephone calls, take accurate messages, and provide administrative support to physicians.
Type correspondence, manuscripts, and documents, including those requiring complex formatting.
Check in patients in CCC as needed.
Schedule office appointments and imaging exams as necessary.
Manage physician billing as needed.
Maintain patient confidentiality and act professionally with patient needs first.