Office Assistant II, Orthopedics, Heywood Medical Group, 40-Hours, Days, 8:00am - 4:30pm

Heywood Medical Group-posted 12 days ago
Full-time • Entry Level
Onsite • Gardner, MA
1,001-5,000 employees
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You Matter Here! Heywood Healthcare values our employees! We offer competitive wages, great benefits and generous earned time off. Come work where you will matter! Hours: 40-Hours, Days, 8:00am - 4:30pm Job Summary: Under the direction of the Senior/Practice Manager incumbent is responsible for scheduling surgeries (if applicable) and/or referral and prior authorization processing. As an Office Assistant II, you will utilize administrative/clinical knowledge to schedule appropriate procedures/surgeries per provider’s orders. As an Office Assistant II you will act as a Surgical Scheduler to schedule office- based and hospital procedures consistent with the patient’s diagnosis and procedure request. Also, must be able to respond to both written and oral correspondences regarding scheduling changes/cancellations in a timely, accurate manner. Individual must be organized, and be able to manage demanding workload with accuracy. See full description below. As an Office Assistant II you will act as a Referral/Prior Authorization Specialist to ensure referrals are scheduled in a timely manner, maintains tracking and appropriate documentation of referrals and authorizations. See full description below.

  • Answers telephones, schedules in office appointments, takes messages accurately and routes appropriately
  • Completes tasks associated with clinical inbox/ practice buckets (personal, practice referral, medical record and others assigned) proficiently and in a timely manner
  • Completes tasks associated with workflow dashboard (Appointments to be rescheduled, appointment tickers, no shows 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.
  • Schedules and coordinates patient visits and medical procedures, for both inpatients and outpatients
  • Registers patients utilizing computer-based registration/scheduling system
  • Processes Medical Records incoming and outgoing according to practice guidelines and regulations
  • 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.
  • Maintains records, reports, logs and other statistical information as required or directed.
  • Schedules office and hospital based medical procedures, for patients with appropriate provider and time/location slot, utilizing appropriate scheduling codes.
  • Schedules diagnostic and imaging tests. Schedules office and hospital-based procedures, tests and imaging ensuring available time is utilized to maximum efficiency.
  • Interfaces with appropriate vendor staff to ensure all necessary equipment will be on site for office and hospital-based procedures.
  • Interfaces with appropriate hospital staff to ensure a cohesive working relationship in providing patient care services.
  • Enters notes/special instructions needed for scheduling in EMR.
  • Effectively utilizes clinical knowledge when determining if appointment is consistent with the diagnosis/indications indicated by the provider.
  • Completes accurate documentation of informed consent with patients for procedures and surgeries as needed.
  • Provides accurate, detailed information to patients regarding test preparations, time of patients scheduled arrival, and any other directional information needed; takes appropriate action in responding to questions from patients.
  • Confirms patient’s insurance provider and obtains all necessary prior authorizations or referrals appropriately.
  • Ensures patients have proper medical clearance and pre-surgical testing as needed.
  • Completes pre-procedure phone calls and confirms appointment times with patients via telephone
  • Demonstrates use of quality improvement in daily operations
  • Ensures completion of assessment for advanced directive, including DNR when applicable
  • Schedules and coordinates patient referrals to ordered services expeditiously
  • Establishes a close working relationship with preferred providers to facilitate scheduling
  • Ensures any necessary paperwork, medical records and insurance referrals are processed and provided to specialty provider in advance of patient appointment
  • Stays current with insurance referral and prior-authorization requirements
  • Obtains necessary prior-authorizations for ordered procedures and diagnostic studies as required
  • Issues patients managed care referrals as required
  • Has working knowledge of our local network/preferred providers and works with practice providers and PHO to minimize leakage
  • Closes the referral loop follow up on assigned open orders-results/consults pending
  • Maintains records, reports, logs and other statistical information as required or directed
  • Acts as office communications liaison for patients and healthcare providers for referrals and authorizations
  • Assists in appeals process as directed
  • Verifies insurance coverage and eligibility
  • Completes PT-1 forms as required for patient transportation to scheduled services
  • Completes tasks associated with clinical inbox/practice buckets (personal, practice referral, medical record and others assigned) proficiently and in a timely manner
  • Thoughtfully communicates with patients regarding scheduled services, accurately providing any necessary information such as date, time, prep, pre-registration requirements, etc. in advance of the appointment
  • Actively participates in quality measure management
  • Demonstrates use of quality improvement in daily operations
  • Performs all aspects of patient care in an environment that organizes patient safety and reduces the likelihood of medical/health care errors.
  • Assists other members of the department as needed
  • Attends variety of meetings, conferences, and seminars as required or directed
  • Complies with established departmental policies, procedures, and objectives
  • Complies with all health and safety regulations and requirements
  • Respects diverse views and approaches, and contributes in maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.
  • Attends all H.E.A.R.T trainings
  • Provide coverage when needed at other locations within Heywood Medical Group.
  • Completes all Annual Mandatory Education requirements.
  • All other duties and locations as assigned.
  • 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.
  • Must be able to work flexible shifts, some evenings & weekends may be required.
  • Reliable transportation in order to travel between locations is also required
  • Three (3) year of experience in a medical office preferred
  • Three (3) years of experience in a medical/surgical office preferred.
  • Preferred knowledge of medical terminology
  • competitive wages
  • great benefits
  • generous earned time off
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