Clinical Operations Specialist (Medical Assistant/Front Desk Receptionist)

Rothman Orthopaedics•Bordentown, NJ

19h•Onsite

About The Position

The Clinical Operations Specialist provides a blend of clinical and operations support to the office. Clinically, the COS will function as a Medical Assistant, Non-Surgical Clinical Assistant, or any other applicable clinical role as needed. In this capacity they will ensure the smooth flow of patients during office hours and support a variety of clinical and administrative functions. Operationally, the COS will serve as a Front Desk Receptionist or Front Desk Therapy Receptionist. The team member is responsible for greeting, checking in, verifying insurance, obtaining insurance referrals and any other applicable administrative tasks as needed. In this role the COS serves as a liaison between the patient and the medical staff in the office. The COS is an Operational role designed to meet the operational needs of the office - regular travel and schedule flexibility are inherent in this position.

Requirements

High School Diploma or GED minimum education requirement
Minimum (1) year in a medical office environment
Medical office procedures and terminology
Computer skills including, but not limited to, MS Office Suite
COVID-19 vaccination required

Nice To Haves

Active National Medical Assistant Certification preferred
Experience with scheduling and billing systems and EMR preferred
Basic medical assistant skills including phlebotomy, handling of body fluid samples, removal of sutures and staples, and OSHA regulations preferred

Responsibilities

Excellence in patient satisfaction
Compliance with schedule prepping
Responsiveness to voicemails, emails, and clinical messages
Timeliness with pre-certifications and authorizations
Compliance with all clinical policies and procedures
Adherence to documentation standards
Accurate collection of copays and capturing of referrals
Efficient documentation of demographic and insurance information
Obtaining referrals
Excellence in time management and independent problem solving ability
Utmost reliability and punctuality
Greet patients and visitors in a prompt, courteous, helpful manner
Maintain flow of patients from waiting room to exam room to discharge (when applicable)
Direct patients to surgery scheduling and/or to the exit upon completion of their appointment
Demonstrate a commitment to delivering unsurpassed service and quality patient care recognized by Patients, Physicians, Clinical Teams, Peers
Check patients in by entering, verifying, and updating demographic and insurance information
Record arrival times, referral information, and payment information
Ensure RCM Console and Ready to Bill errors are addressed daily to ensure timely claims submission
Ensure referrals have been received, are in the patient's chart and attached
Make follow up appointments for patients when needed or act as liaison to appropriate ancillary departments such as physical therapy and MRI
Answer telephone calls in friendly and professional manner
Answer questions within their scope of knowledge
Forward/transfer calls to the appropriate team members or take messages as needed
Handle correspondence within 24 hours of reception
Assist patients with ambulatory difficulties through the office
Follow procedure for requests for medical records and for Disability/FMLA paperwork
Take payment when necessary and document requests in the patient chart
Accurately batch out at end of shift and ensure all payments balance
Complete assigned paperwork and escalate any discrepancies to the office manager
Assist other team members with upset or irate patients by deescalating the situation and providing support
Maintain workspace in a neat and organized manner
Stock supplies in the lobby, front desk, pod workspaces, and exam rooms
Prep the schedule by obtaining referrals, confirming coverage status, and checking for any potential issues in advance of patient appointments
Reach out to patients prior to appointment when needed
Print out front sheets, last notes, and other requested documentation for the physician team
Attend meetings, participate in office activities, teambuilding exercises or special projects as required
Exemplify the culture and values of the organization in all interactions
Clean and autoclave instruments using proper sterile technique
Record vitals and medical history in the patient chart in accordance with MIPS guidelines
Scan all pertinent documents into patient chart
Obtain and record vitals
Request and make available reports and images from outside facilities
Pull up/load/import pertinent studies for the physician
Prepare for injection and aspiration procedures
Dispose of biohazardous waste in accordance with OSHA regulations
Replace sharps containers when full
Bring patients back to see the physician in efficient and timely manner
Assist patients with clothing and preparing the body area to be examined
Empty and restock laundry
Complete pre-certifications and authorizations for imaging studies and injectable medications
Submit requests for authorizations to centralized departments as applicable
Provide follow up care and instructions to patients at conclusion of their appointment
Apply or remove casts/splints
Make orthotic devices by bending, forming and shaping materials to prescribed specifications
Fit, test and evaluate devices on patients and make adjustments for proper fit, function and comfort
Read and respond to email communications within appropriate time frame
Identify weekly schedule, including schedule changes, published by manager
Handle specimens (including urine, blood and drainage from incisions, aspirated fluids, etc.) and label accordingly
Follow order instructions of provider to ensure specimen is sent to appropriate lab for analyzation