Medical Office Assistant Bilingual

Care New England Health System•Providence, RI

73d•Hybrid

About The Position

The Providence Center Medical Office Assistant Bilingual greets visitors at the reception area, schedules appointments, responds to telephone calls and takes messages. They collect demographic data, verify insurance coverage and collect fees as appropriate. They also check clients in and out each day. This role involves performing a variety of duties to support clients and departmental staff, interacting with Access/Intake staff to facilitate the preadmission process, and entering and confirming demographic and insurance information in Epic. The assistant will determine and collect deductibles and copays, greet visitors and clients, respond to incoming calls, and ensure messages are complete and accurate. They will use Epic In-Basket for communication, answer questions, schedule appointments, review schedules for insurance accuracy, screen medication-related calls, and respond to consumer inquiries. Additionally, they will collect fees, document payments, reconcile cash drawers, notify clinicians of client arrivals, maintain knowledge of insurance contracts, cancel appointments for discharged clients, and confirm appointments with consumers. The role also includes departmental support tasks such as ordering supplies, submitting work requests, sorting mail, requesting interpreters, scanning clinical records, copying and faxing materials, completing reports, and checking First Aid Kit supplies. The Medical Office Assistant Bilingual will provide coverage during staff vacancies, maintain a safe and orderly waiting area, and foster cooperative relationships with colleagues and clients. They must accept and apply direction effectively, use constructive feedback, and ensure no complaints are received. Attendance at trainings and participation in committees are also required. For bilingual roles, the assistant will serve as a resource regarding the bilingual community, provide education on community resources and cultural matters, and interpret/translate language and cultural concerns.

Requirements

High School or GED Required.
Minimum 1 to 3 years of experience working in a medical office setting and/or customer service-related field.
Knowledge of or experience in behavioral health field is a plus.
Must have valid driver's license, registration, current inspection and insured automobile.
General computer proficiency.
Good typing, spelling and grammar skills.
Excellent communication skills.
Demonstrates sensitivity to the client population served by The Providence Center.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to effectively present information in one-on-one and small group situations to clients and employees.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form.
Able to solve problems involving several concrete variables in standardized situations.
Bilingual preferred. For positions designated as bilingual (Bil), proficiency in the required language is mandatory, and the language assessment must be passed no later than 30 days of starting the role.

Nice To Haves

Knowledge of or experience in behavioral health field is a plus.
Bilingual preferred.

Responsibilities

Greet visitors and clients at the reception area.
Schedule appointments for clinical staff.
Respond to telephone calls and take messages.
Collect demographic data and verify insurance coverage.
Collect fees as appropriate and document payments in Epic.
Check clients in and out each day.
Interact with Access/Intake staff to facilitate the preadmission process.
Enter and confirm demographic and insurance information in Epic.
Determine and collect deductibles and copays.
Answer calls courteously and transfer them appropriately.
Ensure messages are complete and accurate.
Use Epic In-Basket to communicate with staff.
Answer questions and investigate issues until resolved.
Review schedules daily to ensure insurance is active and coverage is correct.
Notify Supervisor of insurance issues.
Screen medication-related calls and forward to the Medical Assistant.
Respond courteously to consumers and locate client information in Epic.
Reconcile end-of-day cash drawer.
Notify clinicians when clients arrive and check clients in within Epic.
Maintain current knowledge of insurance contracts and allowable visits.
Inform clinicians when additional authorization is needed.
Cancel future appointments when clients are discharged.
Call consumers to confirm appointments.
Assist Supervisor with rescheduling as needed.
Perform departmental support tasks such as ordering supplies or submitting work requests.
Open and sort mail.
Request interpreters when needed.
Scan clinical records to HIM for entry into the EMR.
Copy and fax materials as required.
Complete departmental reports when applicable.
Check First Aid Kit supplies and report needed items.
Provide coverage during staff vacancies, absences, vacations, and leaves.
Work flexible hours and travel between locations when required.
Maintain a safe, welcoming, and orderly waiting area.
Ensure the environment is clean, neat, and organized.
Maintain cooperative and respectful relationships with employees and supervisory staff, clients, and the public.
Address workplace problems with coworkers constructively.
Accept and apply direction and supervision effectively.
Use constructive feedback to improve performance.
Ensure no complaints are received from peers, supervisors, or the public.
Attend trainings, conferences, and required in-service programs.
Provide feedback to staff on educational programs attended.
Participate in Center committees as assigned.
Perform related duties as requested to support departmental goals.
Serve as a resource to staff regarding the bilingual community.
Provide education and communicate regarding community resources and cultural matters.
Interpret/translate both language and cultural concerns for staff and other community service providers, as appropriate.