Medical Office Assistant Bilingual

Care New England Health System•Providence, RI

10d•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 performs a variety of duties to support clients and departmental staff, interacts with Access/Intake staff to facilitate the preadmission process, and enters and confirms demographic and insurance information in Epic. The Medical Office Assistant Bilingual determines and collects deductibles and copays, greets visitors and clients, responds to incoming calls, and routes them to appropriate staff or resources. They answer calls courteously, ensure messages are complete and accurate, and use Epic In-Basket to communicate with staff. They answer questions and investigate issues until resolved, schedule appointments for clinical staff, and review schedules daily to ensure insurance is active and coverage is correct. They screen medication-related calls and forward them to the Medical Assistant, respond courteously to consumers, and locate client information in Epic. The role collects fees, documents payments in Epic, and reconciles end-of-day cash drawer, notifies clinicians when clients arrive, and checks clients in within Epic. They maintain current knowledge of insurance contracts and allowable visits, inform clinicians when additional authorization is needed, and cancel future appointments when clients are discharged. The Medical Office Assistant Bilingual calls consumers to confirm appointments and assists with rescheduling as needed. They perform departmental support tasks such as ordering supplies, submitting work requests, opening and sorting mail, and requesting interpreters. They scan clinical records to HIM for entry into the EMR, copy and fax materials as required, and complete departmental reports. They check First Aid Kit supplies and report needed items, provide coverage during staff vacancies, absences, vacations, and leaves, and work flexible hours and travel between locations when required. The role maintains a safe, welcoming, and orderly waiting area, ensuring the environment is clean, neat, and organized. They maintain cooperative and respectful relationships with employees and supervisory staff, clients, and the public, address workplace problems constructively, and accept and apply direction and supervision effectively. They use constructive feedback to improve performance and ensure no complaints are received from peers, supervisors, or the public. They attend trainings, conferences, and required in-service programs, provide feedback to staff on educational programs attended, and participate in Center committees as assigned. They perform related duties as requested to support departmental goals. For Bilingual Roles, they serve as a resource to staff regarding the bilingual community, provide education and communicate regarding community resources and cultural matters, and interpret/translate both language and cultural concerns for staff and other community service providers, as appropriate.

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.
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.
Proficiency in the required language is mandatory for bilingual positions.
Must pass the language assessment no later than 30 days of starting the role for bilingual positions.

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.
Enter and confirm demographic and insurance information in Epic.
Determine and collect deductibles and copays.
Answer calls courteously and transfer calls 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.
Locate client information in Epic.
Reconcile end-of-day cash drawer.
Notify clinicians when clients arrive.
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.
Order supplies or submit 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.
Submit supply list by the first week of each month.
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.