Office Assistant III - Lead, Tully Family Medicine, Heywood Medical Group, 40-Hours, Days, 7:00am-3:30pm

Heywood Medical Group•Athol, MA

12d•$20 - $26

About The Position

Under the direction of the Sr. Practice Manager, incumbent is responsible to assist the Sr. Practice Manager in the oversight of the department’s administrative responsibilities, such as, project management, schedule management, training and compliance, staff schedules, supply inventory and management, and other duties as assigned. Responsibilities shall include: proficient knowledge of front desk office assistant role, surgical schedule role, and referral/prior authorization specialist role. Also, excellent customer service skills. The incumbent must participate in customer service and patient satisfaction initiatives and must learn and perform new standards and processes as they are implemented and complete any assigned training.

Requirements

High School diploma or equivalent required
Five (5) year of experience in a medical office preferred
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

Nice To Haves

Five (5) years of experience in a medical office/surgical office preferred
Preferred knowledge of medical terminology

Responsibilities

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
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
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
Fosters a collaborative work environment, respects diverse views and approaches, and contributes in maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.
Completes training of clerical staff as directed, in a timely manner.
Monitors clerical staff‘s assignments and manages their time for completion.
Utilizes recommended training techniques, such as “teach back method”
Applies and removes provider schedule templates as directed.
Directs clerical staff for cancellation of patient appointments when provider schedule is removed, and assures patients are notified prior to appointment date
Performs projects and duties assigned by the practice manager within timeframe requested
Effectively communicates with the practice manager (progress, clarification, opportunities, etc.)
Maintains records, reports, logs and other statistical information as required or directed (ex. Schedule Tracker/Schedule Utilization)
Understands and performs the job roles of the front desk, surgical scheduler, and referral/prior authorization specialist accurate and efficiently