Office Assistant II, Urology, Heywood Medical Group

Heywood Medical Group•Gardner, MA

21h•$19 - $27

About The Position

The Office Assistant II supports the Urology practice under the direction of the Senior/Practice Manager. The position performs general administrative and clinical-office duties and may serve as a Surgical Scheduler or Referral/Prior Authorization Specialist. It uses administrative and clinical knowledge to arrange appointments, procedures, referrals, and authorizations accurately and efficiently, and to communicate scheduling information and changes to patients and providers. The role includes telephone and patient-facing duties, appointment scheduling, patient registration and check-in/check-out, insurance verification, payment collection, records processing, inbox and workflow management, and maintaining office supplies and records. Depending on assigned responsibilities, the employee schedules office- and hospital-based procedures and diagnostic tests, coordinates equipment and medical clearances, or processes referrals and prior authorizations and tracks referral outcomes. The employee also supports quality, safety, and general department operations. This is a 40-hour-per-week, day-shift position, Monday through Friday, with work hours of either 8:00 a.m.–4:30 p.m. or 7:30 a.m.–4:00 p.m. Some evening and weekend work may be required, and the employee may need to travel between Heywood Medical Group locations. The listed pay range is $19.00–$26.86.

Requirements

High school diploma or equivalent required.
Three years of experience in a medical office preferred; three years of experience in a medical/surgical office is also listed as 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.
Reliable transportation to travel between locations.
Ability to work flexible shifts; some evenings and weekends may be required.
Ability to exert up to 20 pounds occasionally, up to 10 pounds frequently, and negligible force constantly; frequent reaching and handling are required.

Nice To Haves

Knowledge of electronic medical records.
Word-processing skills.
Knowledge of medical terminology.
Three years of experience in a medical office or medical/surgical office.

Responsibilities

Answer telephones, schedule in-office appointments, take accurate messages, and route them appropriately.
Complete assigned clinical inbox and practice-bucket tasks and workflow-dashboard tasks accurately and promptly.
Check in patients, verify and update patient information, obtain required forms, document information in the EMR, and complete registration.
Check out patients, provide necessary information, and schedule follow-up and outpatient appointments as needed.
Collect copayments and payments, maintain records, and reconcile daily deposits.
Verify insurance coverage and eligibility and address issues before patient visits when possible.
Perform clerical duties including typing, filing, scheduling, and phone calls.
Process incoming faxes and daily mail, including barcoding and document processing in the EMR.
Schedule and coordinate patient visits and medical procedures for inpatients and outpatients using computer-based registration and scheduling systems.
Process incoming and outgoing medical records according to practice guidelines and regulations.
Maintain assigned office or clinical supplies, inventory, stock rotation, and resupply requisitions.
Maintain required records, reports, logs, and statistical information.
Schedule office- and hospital-based procedures, diagnostic tests, and imaging with appropriate providers, codes, times, and locations; use available scheduling time efficiently.
Coordinate with vendors and hospital staff to ensure equipment and services are available for procedures and patient care.
Enter scheduling notes and special instructions in the EMR and use clinical knowledge to determine whether appointments align with provider indications.
Document informed consent as needed and provide patients with accurate preparation, arrival-time, and other directional information.
Obtain required prior authorizations or referrals, confirm insurance, and ensure medical clearance and pre-surgical testing as needed.
Make pre-procedure calls and confirm appointment times with patients.
Support quality improvement and complete advanced-directive assessments, including DNR when applicable.
Schedule and coordinate referrals promptly and maintain working relationships with preferred providers.
Process and send required paperwork, medical records, and insurance referrals to specialty providers before appointments.
Stay current on insurance referral and prior-authorization requirements; obtain authorizations for procedures and diagnostic studies and issue managed-care referrals as required.
Work with practice providers and the PHO to use the local network and preferred providers and minimize leakage.
Follow up on assigned open referrals and orders and close the referral loop for pending results and consults.
Act as a communications liaison for patients and healthcare providers regarding referrals and authorizations; assist with appeals as directed.
Complete PT-1 forms when required for patient transportation to scheduled services.
Communicate scheduled-service details to patients, including date, time, preparation, and preregistration requirements.
Participate in quality-measure management and help maintain patient safety and reduce healthcare errors.
Assist department colleagues, attend required meetings and trainings, comply with policies and safety requirements, and complete annual mandatory education.
Provide coverage at other Heywood Medical Group locations when needed and perform other assigned duties.