Lead Department Assistant II, 40hrs, Days

UMass Memorial Health•Fitchburg, MA

2d•Onsite

About The Position

At UMass Memorial Health, everyone is a caregiver – regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day. This position performs a variety of complex administrative duties for patients in need of routine and/or urgent appointments, medical procedures, tests, and associated ancillary services in an ambulatory in/outpatient setting. The role assesses patients’ needs, including but not limited to, financial counseling, interpreter services, social services and refers to appropriate person or area, and alerts providers to emergent patient care needs.

Requirements

High School diploma or equivalent.
Minimum five (5) of years experience in the medical/clerical field.
Previous experience interfacing with health professionals (or equivalent) and patients/clients directly or via the telephone.
Experience or proven ability to lead others.
Advanced typing and computer skills and especially a working knowledge of Microsoft Office tools.
Expert knowledge of billing, insurance, and referral systems.
Proven organizational and customer services skills.
Strong attention to detail.
Ability to work independently.
The ability to read, write and speak clearly in English.
The ability to collaborate and communicate professionally with health care professionals and patients.
Proven leadership skills.

Responsibilities

Coordinates daily, monthly, and annual functions, services and reports within the department in a timely manner.
Monitors and coordinates the work load and assignments for the Dept Asst. II team.
Provides technical training as needed.
Provides assistance with accessing appropriate resources.
Provides recommendations to management for performance improvement of work functions.
Provides assistance and guidance with employee performance concerns or problems.
Provides effective direction, guidance, and leadership over the staff for effective teamwork and motivation.
Positively supports and encourages changes and innovation.
Assists with the prior authorization function for all services, procedures, office visits and medications.
Informs manager of any anticipated problems, procedural changes or operational needs and communicates critical issues timely.
Acts as a resource for all staff.
Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.
Inputs provider schedules – keeps on top of ongoing changes.
Orders and maintains office supplies for the department.
Coordinates the process of preparing, sorting and logging physician billing.
Works with management team to create and maintain policies and procedures related to office functions.
Coordinates activities and functions to provide smooth patient care working.
Works with management to coordinate staff time off and vacation schedule.
Functions within the budget by understanding the budget, ordering and monitoring supplies and using creative ideas.
Coordinates denials for insurance issues with the fiscal and medical records departments to produce a positive solution.
Efficiently coordinates daily, monthly, and annual functions, services and reports are within the department in a timely manner.
Sorts, reads, and annotates incoming mail is on a daily basis.
Develops and maintains record management systems.
Accurately types minutes, reports and agendas for teams, committees, and department in appropriate format within specified time period.
Obtains initial insurance approval/referral prior to visit/admission.
Ongoing insurance information is shared with staff.
Disseminates overall insurance updates and/or guidelines in an accurate, timely and organized manner.
Completes payment transactions at each visit or as indicated in an accurate and timely manner.
Completes registration at initial visit in an accurate, timely and confidential manner.
Completes all requested clerical functions in an accurate, timely, and professional manner.
Has good attendance and punctuality in accordance with corporate and departmental polices.
Maintains efficient and accurate record keeping by ongoing evaluation and revision of office flow procedures.
Completes tasks in the most timely and cost effective manner.
Coordinates scheduling for the department to achieve efficient utilization of resources as requested.
Manages multiple tasks independently and simultaneously within the department
Functions within the budget by understanding the budget, ordering, and monitoring supplies and using creative ideas.
Trouble shoots and follows up on issues before involving management.
Enters charges in an accurate and timely manner per departmental guidelines.
Updates and documents client information in an accurate and timely manner per department guidelines.
Develops and maintains new systems to meet the changing aspects of health care reimbursement and patient care.
Statistical data is accurately maintained and completed in a timely manner per departmental guidelines.
Keeps work area safe and clean by keeping it free of clutter and debris.
Adheres to the HealthAlliance Hospital Code of Conduct and Behavior Standards and dress code.
Actively contributes to the development and application of process improvements.
Participates in unit-based quality improvement initiatives.
All responsibilities are essential job functions.