Office Assistant I, Encompass Primary Care, Heywood Medical Group

Heywood Medical Group•Gardner, MA

7d•$19 - $29

About The Position

The Office Assistant I supports Encompass Primary Care at Heywood Medical Group under the direction of the Senior Practice Administrator and Practice Manager. The role handles front-office and administrative tasks, including answering phones, scheduling appointments, checking in and departing patients, verifying insurance, processing referrals and authorizations, coordinating outpatient services, collecting payments, and managing daily deposits. The incumbent accurately records patient-provided information in the electronic medical record, processes incoming faxes and daily mail, and performs assigned clinical-inbox, workflow-dashboard, and medical-record tasks. The role also maintains office supplies and records, supports patient satisfaction and quality initiatives, completes assigned training, and may provide coverage at other Heywood Medical Group locations. Other job-related duties and locations may be assigned.

Requirements

High school diploma or equivalent.
Excellent written and verbal communication skills.
Excellent customer service skills.
Ability to prioritize tasks in a busy environment.
General comfort with computers and technology and ability to learn programs as needed.
Ability to work flexible shifts; some evenings and weekends may be required.
Reliable transportation to travel between locations.
Ability to exert up to 20 pounds of force occasionally, up to 10 pounds frequently, and a negligible amount constantly; frequent reaching and handling are also required.

Nice To Haves

One year of experience in a medical office.
Knowledge of electronic medical records.
Word processing skills.
Knowledge of medical terminology.

Responsibilities

Interact with patients, visitors, and colleagues in a friendly, courteous, respectful, and helpful manner.
Protect patient privacy and confidentiality and promote awareness of privacy practices.
Help maintain a clean and safe practice and hospital environment; respond appropriately to emergencies and support patient, visitor, and staff safety.
Comply with regulations, departmental policies, attendance requirements, accreditation and licensure standards, and mandatory education and training requirements.
Report incidents in a timely and effective manner and actively practice, monitor, and enforce hand hygiene when in direct patient contact.
Answer telephones, schedule in-office appointments, take accurate messages, and route them appropriately.
Complete assigned clinical inbox and practice-bucket tasks proficiently and on time.
Check in patients, verify and update required patient information, obtain appropriate forms, document information in the EMR, and complete registration.
Check out patients, provide necessary information, and schedule in-office and outpatient appointments as needed.
Collect copayments and other payments, maintain records, and reconcile daily deposits.
Verify insurance coverage and eligibility and address issues before patient visits whenever possible.
Perform clerical duties such as typing, filing, scheduling, and making phone calls.
Process incoming faxes and daily mail, including barcoding and document processing in the EMR.
Issue and verify managed-care referrals and obtain required prior authorizations for procedures and diagnostic studies.
Schedule and coordinate patient visits and medical procedures for inpatients and outpatients.
Maintain office and/or clinical supplies, keep inventory accurate, rotate stock, and initiate resupply or special-item requisitions.
Complete assigned workflow-dashboard tasks, including rescheduling appointments, appointment tickers, and no-shows.
Process incoming and outgoing medical records according to practice guidelines and regulations.
Maintain required records, reports, logs, and statistical information.
Attend required meetings, conferences, training, and seminars, and apply quality-improvement practices in daily operations.
Contribute to a professional, tolerant, civil, and accepting environment that respects diverse perspectives.
Provide coverage at other Heywood Medical Group locations when needed.
Participate in quality-measure tracking and reporting and complete annual mandatory education and HEART program requirements.