Office Assistant I, Neurology, Heywood Medical Group

Heywood Medical Group•Gardner, MA

3d•$19 - $29

About The Position

The Office Assistant I supports the Neurology practice 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 and outpatient services, checking patients in and out, verifying insurance, processing referrals and prior authorizations, and managing payments and daily deposits. It also processes incoming faxes, mail, and medical records; maintains accurate patient information in the electronic medical record; and supports office supply inventory and workflow dashboards. The position contributes to customer service, patient satisfaction, quality improvement, and compliance initiatives. The incumbent is expected to complete required training and education, follow practice and organizational policies, maintain patient privacy and a safe environment, and provide coverage at other Heywood Medical Group locations when needed. Other job-related duties 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 the 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, or a negligible amount constantly to move objects; frequently reaches and handles objects.

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, colleagues, and others in a friendly, courteous, and respectful manner, and help connect people with assistance when needed.
Protect patient privacy and confidentiality and help maintain awareness of these requirements.
Maintain a clean and safe practice and hospital environment; respond appropriately to emergencies and help minimize risks and injuries.
Comply with applicable regulations, accreditation and licensure requirements, organizational policies, attendance requirements, and mandatory training requirements.
Report incidents in a timely and effective manner and, when in direct patient contact, engage in and monitor compliance with hand hygiene.
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 items, accurately and promptly.
Check patients in, verify and update required patient information, obtain appropriate forms, document information in the EMR, and complete registration.
Check patients out, provide necessary patient 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 whenever possible.
Perform clerical work 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 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, keep inventory accurate, rotate stock, and request replenishment 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.
Attend required meetings, conferences, training, and seminars, and apply quality improvement practices in daily operations.
Respect diverse perspectives and contribute to a professional, tolerant, civil, and accepting environment.
Provide coverage at other Heywood Medical Group locations when needed.
Participate in quality-measure tracking and reporting, complete annual mandatory education, and maintain HEART program concepts.
Perform other assigned duties and work at other assigned locations.