Administrative Service Team (AST) Specialist

Olympic Sports•Tacoma, WA

39d•$20 - $32•Onsite

About The Position

Join Olympic Sports and Spine (OSS) in Tacoma, WA, as a Full-Time Administrative Service Team (AST) Specialist and immerse yourself in a dynamic work environment that thrives on customer-centricity and integrity. Experience the thrill of being part of a high-performance team dedicated to excellence, where your contributions directly enhance patient care through our one-on-one treatment model. This onsite role not only offers a competitive pay range $19.50 to $31.96 per hour but also positions you in a fun and flexible culture that values professionalism and forward-thinking. Collaborate with passionate colleagues in a relaxed atmosphere that encourages innovation and growth. The typical work schedule is Monday - Friday, 8:00 a.m. - 5:00 p.m. or 9:00 a.m. - 6:00 p.m. at our centralized office location. Embrace this opportunity to be part of a company where patients are our priority and every day brings new challenges and rewards! You will play a vital role in enhancing our patient experience by managing all facets of our new patient intake procedures and scheduling for assigned clinics. You'll be the first point of contact for patients, ensuring a seamless onboarding experience that reflects our commitment to excellence and customer-centricity. Your organizational skills and attention to detail will help create a welcoming atmosphere, allowing patients to feel prioritized and valued. Embrace the chance to make a real impact on their journey to better health while enjoying the engaging work culture that defines our Tacoma, WA, location.

Requirements

Excellent computer skills, including Microsoft Word and Excel.
Effective oral and written communication.
Excellent interpersonal skills.
Must be well organized and detail-oriented.
Must be able to gather and analyze information to be able to identify and resolve problems quickly and effectively.
Ability to answer and operate a multi-line telephone in a pleasant and helpful manner
Ability to establish and maintain effective working relationships with patients, employees, and the public.
Minimum: High School graduation or equivalent AND one year of related office/clerical support experience and/or training OR equivalent combination of education/experience.

Responsibilities

Continuously monitor and update lead-tracking dashboards, ensuring timely execution of scheduling.
Use the Call Center system as designed to execute the subsequent call and text protocol for each new patient on the waiting list until either the patient is scheduled or the protocol is exhausted.
Use the NP Scheduling site to coordinate scheduling with each clinic's Case Load Management system, to ensure patients are scheduled with appropriate providers.
Use the NP Scheduling site on the Javelin to correctly identify each provider's clinical specialties and schedule patients appropriately based on their diagnoses.
Identify high-priority patients from referral queues for immediate calls/scheduling.
In completion of new patient scheduling duties, use the Single Page Intake form, collect e-mail address, send welcome letter, advocate portal use, explain the value of completing paperwork in advance that accompanies the welcome letter, and prepare patients for the Patient Payment Agreement and putting a credit card on file.
Moves scheduled patients to alternative providers at the clinic to create openings to accommodate new patients with scheduling restrictions due to insurance rules, therapy needs, gender, or other preferences.
Communicates Same Day NPs to clinics.
Attends to Medicaid admission limitations
Answer incoming calls promptly and monitor and respond to voicemail in a timely manner.
Manages all aspects of FCE and PGAP scheduling at OSS.
Assign clinic locations for all referrals received without a specified location.
Redirect referrals to alternative clinics' lead-tracking queues as directed based on relative volumes, first appointment wait times, and other variables.