Department Assistant II, Fitchburg Campus, 40 Hours, Days
About The Position
The Department Assistant II performs complex administrative duties for patients requiring routine or urgent appointments, medical procedures, tests, and related ancillary services in an ambulatory in/outpatient setting. The role assesses patient needs, including financial counseling, interpreter services, and social services, and refers patients to appropriate resources. It also alerts providers to emergent patient care needs. The position supports patient reception, scheduling, insurance and referral processes, communications, billing-related tasks, and general clerical operations. It works with patients, clinicians, insurers, and other healthcare institutions to help coordinate care and maintain accurate records. The role is based at the Fitchburg Campus in the Physical Therapy cost center and is scheduled for 40 hours per week on a day shift, Monday through Friday, with every other holiday. Scheduled hours may be 7:00 a.m.–3:30 p.m., 8:00 a.m.–4:30 p.m., or 10:30 a.m.–7:00 p.m.
Requirements
- High school diploma.
- At least one year of related experience; this requirement is waived for candidates with an associate's or bachelor's degree.
- Ability to use specialized application software and computer systems.
- Ability to perform multiple functions and work under stressful situations.
- Professional behavior and excellent communication and human relations skills.
- An equivalent combination of education and experience that provides proficiency in the stated responsibilities may substitute for the listed requirements, unless certification, licensure, or registration is required.
Nice To Haves
- Associate degree or higher.
- Knowledge of business office procedures and medical terminology or procedures.
Responsibilities
- Greets patients and visitors for scheduled or urgent appointments and procedures.
- Confirms and verifies patient demographic and insurance information.
- May collect patient co-payments and obtain patient or guardian signatures for treatment authorization and insurance or billing information.
- Assesses patient needs, including financial counseling, interpreter services, and social services, and refers patients to appropriate resources.
- Receives and directs phone calls, connects calls to providers, responds to patients, and takes messages as directed.
- Schedules urgent care appointments as directed by clinicians.
- Schedules treatment with multiple providers and treatment areas and arranges associated tests and procedures according to guidelines and criteria.
- Prioritizes appointments to support patient care and efficient use of clinical staff and resources.
- Provides patients with test and procedure preparation information verbally, by mail, or through the patient portal as needed.
- Collaborates with insurers to obtain prior authorizations and follows insurer requirements for pre-authorization, pre-certification, and clinician referrals.
- Complies with referral management regulations and verifies eligibility for procedures or tests at other healthcare institutions.
- Follows up to correct discrepancies.
- May facilitate prescription renewal matters by telephone, fax, or email within the scope of authority and as directed by clinicians.
- Prepares patient information for clinicians before scheduled visits as needed.
- Scrubs Patient Encounter information and submits it electronically.
- Reviews and audits billing discrepancy reports and researches errors for resolution as directed by office or clinical management.
- Maintains accurate and timely records, logs, charges, files, and related information.
- Performs administrative and clerical duties, including retrieving files, distributing mail and records, faxing, collating, data entry, and relaying messages.
- May prepare special reports or spreadsheets for clinicians.
- Collects and records patient co-payments and may make daily cash deposits from patient visits.
- Calculates daily co-payment totals for submission for reconciliation.
- Composes or selects standard form letters for clinician responses to routine inquiries and procedures.
- Meets established productivity standards and supports the sharing of knowledge across departments.
- Supports the health system's mission, vision, goals, and True North, and models CARES values.
- Follows change-control processes and participates in cross-training to support department resources.
- Maintains excellent attendance and participates in meetings and training as required.
- Communicates effectively, shares information, gives and receives feedback, and maintains a service-minded attitude.
- Follows the code of conduct, behavior standards, dress code, departmental policies, and safety requirements.
- Maintains an organized, clean, and safe work environment and contributes to process improvement and quality improvement.
- Works collaboratively with peers and colleagues and demonstrates respect toward employees, patients, and visitors.
- Uses supplies, equipment, and time efficiently and performs other related duties as directed.
Benefits
- A signing bonus may be available; eligibility is confirmed by the Recruitment Team during the interview process.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
