Office Assistant I, Encompass Primary Care, Heywood Medical Group

Heywood Medical Group•Gardner, MA

5d•Onsite

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 patient-facing and administrative tasks, including answering phones, scheduling appointments, checking in and departing patients, verifying insurance, processing referrals, coordinating outpatient services, and managing daily deposits. The position also documents patient information, processes incoming faxes and mail, and contributes to customer service and patient satisfaction initiatives. The incumbent must learn and follow new standards and processes, complete assigned training, and may be assigned to other duties or locations. The role requires providing respectful, courteous service; protecting privacy and confidentiality; supporting a clean and safe environment; following applicable regulations and organizational policies; completing mandatory education; and participating in quality improvement and quality-measure tracking. Per-diem position working days, with flexible shifts and some evenings and weekends potentially required.

Requirements

High school diploma or equivalent.
One year of experience in a medical office is preferred.
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 negligible force constantly to move objects.
Frequently reach and handle objects using the hands and arms.

Nice To Haves

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

Responsibilities

Answer telephones, schedule in-office appointments, take accurate messages, and route them appropriately.
Complete assigned clinical inbox and practice-bucket tasks, including personal, referral, and medical-record queues, accurately and promptly.
Check patients in, verify required and current patient information, obtain appropriate forms, document information in the electronic medical record, and complete registration.
Check patients out, provide necessary information, and schedule 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 when 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 electronic medical record.
Issue and verify managed-care referrals and obtain prior authorizations for procedures and diagnostic studies as required.
Schedule and coordinate inpatient and outpatient visits and medical procedures.
Maintain assigned office or clinical supplies, monitor inventory, rotate stock, and initiate requisitions for resupply or special items.
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 records, reports, logs, and statistical information as required.
Follow departmental policies, procedures, and objectives; attend required meetings, conferences, training, and seminars; and use quality-improvement practices in daily work.
Provide courteous, respectful assistance; protect privacy and confidentiality; and help maintain a safe and healthy environment for patients, visitors, and staff.
Respond appropriately and promptly to emergencies, report incidents, and support compliance with accreditation, licensure, and hand-hygiene requirements.
Complete mandatory organizational and department requirements, yearly Annual Mandatory Education, and HEART program requirements.
Participate in quality-measure tracking and reporting and customer-service and patient-satisfaction initiatives.
Provide coverage at other Heywood Medical Group locations when needed and perform other assigned duties and locations.