Audio Administrative Assistant

VA Ear Nose Throat Associates•Richmond, VA

14h•Onsite

About The Position

The Audiology Administrative Assistant is responsible for the daily operations of the Total Hearing Care department, including managing computer systems, telephones, patient greetings, and checking hearing aid benefits. This role also involves interdepartmental coordination with other managers at Virginia ENT.

Requirements

Advanced computer skills, including experience with Practice Management and Electronic Medical Records programs, Word, and Excel.
Experience in a medical office setting, preferably in an office with audiological services.
Ability to work as a team player, demonstrating initiative and working effectively under pressure and with numerous interruptions.
Ability to organize time and prioritize tasks and work effectively with general supervision.
Ability to assist in promoting and selling hearing aids and assistive listening devices.

Responsibilities

Ensures the office, treatment rooms, and workstations have the necessary equipment and supplies, and coordinates service/preventive maintenance.
Registers and checks patients in and out, updates demographic and insurance information for proper billing, balances and reconciles payments, processes Care Credit and Wells Fargo payments, and checks insurance for hearing aid benefits.
Serves as the primary point-of-contact for 'on demand' hearing aid candidates, ensuring same-day appointments if possible, and answers general questions about hearing aids.
Performs administrative support duties such as sending copies of audios and letters, sending letters to new Audiology patients, returning phone calls on behalf of audiologists, and scanning/indexing documents into EMR.
Attends all departmental staff meetings.
Ensures offices have appropriate marketing materials.
Verifies equipment availability (e.g., otoscopes, penlight tips), cleans equipment, and ensures rooms are clean at the end of the day.
Sends out hearing aid orders and repairs, tracks orders for timely arrival, checks incoming hearing aids against orders, and confers with audiologists about any issues.
Performs routine cleaning of hearing aids as allowed by state law, which may include replacing tubing, cleaning receivers and microphones, and cleaning battery compartments.
Answers all incoming calls to the audiology department and schedules audiology services (diagnostic testing and hearing aid appointments).
Prints and mails monthly warranty recall letters to the hearing aid database.
Assists with telephoning and/or mailing targeted patient/non-patient populations as identified by leadership.
Performs other duties as assigned.