Office Assistant I, Rehab Services

Heywood Hospital•Gardner, MA

10d•$19 - $29•Hybrid

About The Position

This position is responsible for various administrative and clerical tasks within the Rehab Services department. Key duties include managing patient arrivals, scheduling appointments, verifying insurance, processing referrals, handling daily deposits, and maintaining patient records. The role also involves customer service initiatives, ensuring compliance with regulations, and adapting to new processes. The incumbent may be required to work at different locations within the Heywood Medical Group.

Requirements

High School diploma or equivalent required
Excellent written and verbal communication skills
Excellent customer service skills
Ability to prioritize tasks in a busy environment
General comfort level with computers/technology and ability to learn programs as needed.
Knowledge of Electronic Medical Records preferred and word processing skills.
Preferred knowledge of medical terminology
Must be able to work flexible shifts, some evenings & weekends may be required.
Reliable transportation in order to travel between locations is also required

Nice To Haves

One (1) year of experience in a medical office preferred

Responsibilities

Conducts interactions with everyone in a friendly, courteous and respectful manner.
Goes out of his/her way to offer assistance to others. If he/she cannot offer assistance, then finds someone who can.
Advocates to ensure privacy and confidentiality while helping others to maintain awareness.
Maintains a clean and safe practice and hospital.
Responds appropriately and immediately in emergency situations.
Maintains a safe and healthy environment for patients, visitors, and/or staff to provide the highest level of physical comfort, and minimize risk and injury.
Ensures compliance with regulations to maintain accreditation and licensure.
Complies with the Heywood Healthcare Attendance and Tardiness Policy.
Completed all Heywood Healthcare and Department Specific Mandatory requirements in the prior calendar year.
Reports Incidents in a timely and effective manner.
All employees with direct patient contact are responsible for actively engaging in the practice of, monitoring and enforcing compliance to hand hygiene.
Answers telephones, schedules in office appointments, takes messages accurately and routes appropriately
Completes tasks associated with clinical inbox/ practice buckets (personal, practice referral, medical records and others assigned) proficiently and in a timely manner
Arrives patients, verifies all required fields for most current, up to date patient information. Has patient complete appropriate forms, accurately documents information provided by patients in EMR and completes check-in.
Departs patient from office, provides any necessary patient information and schedules appointments in office and outpatient appointments as needed
Collects copays/payments, maintains records and reconciles daily deposits.
Verifies insurance coverage and eligibility and negates issues prior to patient visit whenever possible
Performs a variety of clerical functions to support office such as typing, filing, scheduling appointments, making phone calls and related duties as required or directed.
Process incoming faxes and daily mail including barcoding and document processing within EMR.
Issues and verifies patients managed care referrals.
Obtains necessary prior-authorizations for ordered procedures and diagnostic studies as required or directed.
Schedules and coordinates patient visits and medical procedures, for both inpatients and outpatients.
Registers patients utilizing computer based registration/scheduling system
Maintains assigned office and/or clinical supplies. Assures accurate inventory of supplies based on approved levels. Rotates stock as required. Initiates requisitions for re-supply or special items.
Completes tasks associated with workflow dashboard (Appointments to be rescheduled, appointment tickers, no shows and others assigned) proficiently and in a timely manner
Processes Medical Records incoming and outgoing according to practice guidelines and regulation
Maintains records, reports, logs and other statistical information as required or directed.
Complies with established departmental policies, procedures, and objectives
Attends variety of meetings, conferences, training and seminars as required or directed.
Demonstrates use of quality improvement in daily operations
Respects diverse views and approaches, and contributes in maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.
Provide coverage when needed at other locations within Heywood Medical Group.
Participates in Quality measures tracking and reporting.
Completes yearly AME (Annual Mandatory Education).
Completes and maintains the HEART program concepts.
All other duties and locations as assigned.