Medical Office Assistant

Care New England Health System•Providence, RI

27d•Hybrid

About The Position

The Medical Office Assistant 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. They determine and collect deductibles and copays, greet visitors and clients, respond to incoming calls and route them to appropriate staff or resources, and answer calls courteously. They ensure messages are complete and accurate, use Epic In-Basket to communicate with staff, answer questions and investigate issues until resolved, and schedule appointments for clinical staff. They review schedules daily to ensure insurance is active and coverage is correct, notify the Supervisor of issues, screen medication-related calls and forward to the Medical Assistant, and respond courteously to consumers and locate client information in Epic. They collect fees, document payments in Epic, and reconcile end-of-day cash drawer, notify clinicians when clients arrive and check clients in within Epic, and maintain current knowledge of insurance contracts and allowable visits, informing clinicians when additional authorization is needed. They cancel future appointments when clients are discharged, call consumers to confirm appointments, and assist the Supervisor with rescheduling as needed. They perform departmental support tasks such as ordering supplies or submitting work requests, opening and sorting mail, and requesting interpreters when needed. They scan clinical records to HIM for entry into the EMR, copy and fax materials as required, and complete departmental reports when applicable. They check First Aid Kit supplies and report needed items as assigned, submitting a supply list by the first week of each month. They provide coverage during staff vacancies, absences, vacations, and leaves, working flexible hours and traveling between locations when required. They maintain 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 with coworkers 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.

Nice To Haves

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

Responsibilities

Perform a variety of duties to support clients and departmental staff.
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 as appropriate.
Greet visitors and clients; respond to incoming calls and route them to appropriate staff or resources.
Answer calls courteously by identifying “The Providence Center, this is ____, may I help you” and transfer calls appropriately. Ensure messages are complete and accurate.
Use Epic In‑Basket to communicate with staff as needed.
Answer questions and investigate issues until resolved.
Schedule appointments for clinical staff.
Review schedules daily to ensure insurance is active and coverage is correct; notify Supervisor of issues.
Screen medication‑related calls and forward to the Medical Assistant.
Respond courteously to consumers and locate client information in Epic.
Collect fees, document payments in Epic, and 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, opening and sorting mail, and requesting 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 as assigned; 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.