Office Assistant

Advocate Health and Hospitals Corporation•Rome, GA

23h•Onsite

About The Position

The Office Assistant role is a full-time position within the HC Specialty Center MOB 550, Internal Medicine department. This role is responsible for collecting, analyzing, and recording accurate demographic and clinical information in the scheduling system, meeting or exceeding productivity standards. The position involves maintaining synchronicity between scheduling and registration systems, identifying and responding to caller needs, accurately entering patient data, checking faxed orders, scheduling with proper test sequencing, communicating with departments, explaining procedures, and providing directions to patients. Additionally, the role performs revenue cycle activities to prevent payment denials and increase cash collections, supports departmental operations through reminder calls and directing incoming calls, and adheres to hospital policies regarding medical records. The position also involves participating in inventory, ordering, and distribution of supplies, and completing assigned tasks and special projects.

Requirements

HS diploma or equivalent.
2-3 years related experience preferably in a healthcare setting (revenue cycle experience preferred), hospital, physician office or insurance company.
Applicable education may be substituted.
Knowledge of medical terminology is strongly preferred.
Effective organizational and prioritization skills
Proficient in the use of Microsoft Office (Excel, Power Point, Access and word) or similar products, including maintaining, tracking, and entering data in a database and/or spreadsheet software.
Exhibits sophisticated interviewing, communication and negotiation skills.
Possesses intermediate math and business writing skills
Knowledge of office equipment
Computer literate
Demonstrated customer service skills.

Nice To Haves

Knowledge of medical terminology is strongly preferred.

Responsibilities

Collects, analyzes and records accurate and compliant demographic and clinical information in the scheduling system.
Meets or exceeds productivity standards.
Maintains synchronicity between the scheduling and registration systems when rescheduling, canceling or editing accounts.
Maintains accurate patient/physician scheduling system.
Identifies and respond appropriately to callers' communication needs, secures interpreter to complete scheduling and documents record for future visit.
Using approved identification standards positively identifies the patient before accessing existing medical records or creating new patient entries.
Provides patients with appointment date and time options, scheduling per patient preference or first appointment and follow-up appointments as directed by clinicians.
Accurately enters all required patient demographic and clinical data in scheduling application.
Checks receipt of faxed orders and reviews for accuracy. Documents in record if new or revised written orders are needed on day of service.
Schedules with proper test sequencing when multiple tests are ordered, ensures there are no clinical, equipment or physician conflicts.
Engages in frequent communication with all departments to ensure scheduling openings are current and time blocks are administered as needed.
Explains procedures and provides patients/customers with accurate preparation information prior to exam. Ensures understanding of pre-procedure clinical requirements.
Provides directions for patients to follow on day of service and ensures understanding of where to park, where to check-in, when to arrive, etc.
Accurately collects records and analyzes all required demographic, insurance/financial and clinical data necessary to pre-register/pre-admit patients from all payer classes.
Meets standards for productivity defined as 100% scheduled patients pre-registered prior to arrival.
When assisting walk-in patients, screen orders for compliance with policy.
Work with physicians, Care Coordinators, and clinical department leaders to communicate and resolve issues related to order quality and acceptable standards.
Collects and records accurate and thorough patient, guarantor, insured and insurance information when preregistering patient accounts.
Provides information for pre-registration of accounts using appropriate clinic and service codes; and establishes account parameters to ensure revenue is properly recorded and accurate bills are produced.
Obtains printed physician referral orders or validates the patient is to bring on the day of service.
Uses electronic systems to confirm coverage while patient is present and discussing the findings with the patient.
Follow established department policies to resolve issues related to patient's eligibility for coverage or issues in in-network status for the patient using Advocate's network.
Reviews physician orders and other documentation against Medicare payer coverage and medical necessity criteria; to assess whether services being provided meet third-party requirements for payments.
Sends electronic requests to physicians to obtain additional diagnoses on orders as needed.
Identifies if authorization/prior approvals are required for scheduled services. Requests and documents as appropriate.
Ensures each accounts' financial clearance disposition is correct and easily identified for the date of service registrar.
Schedules patients without authorization at least three days out to allow sufficient time to financially clear account.
Escalates accounts to appropriate persons if time frame is shortened and account needs higher priority.
Performs revenue cycle activities that prevent payment denials, increase cash collections and assures appropriate financial disposition of account balances.
Meets defined standards for quality. i.e., all components of the pre-reg process must be completed pre-service, including discussions with patients when necessary.
Accounts should require minimal registrar intervention on the actual date of service.
Review accounts for completeness and accuracy and updates account documentation/financial clearance disposition as needed.
Communicates with appropriate persons regarding all aspects of pre-registration, registration, verification, precertification and date of service / insurance issues.
Alerts Financial Counselors when presented with out of network plans, insurance denials, and high dollar deductible and out of pocket maximums.
Refers to supervisor any accounts that do not meet standards for financial clearance disposition.
Contacts the patient/representative, physician, insurance company or others if additional information is needed to financially clear patients on the date of service.
Completes departmental charge entry within one business day and performs daily charge reconciliation to assure accuracy of patient billing.
Verifies insurance eligibility, reviews and if applicable, notifies the patient’s primary, secondary and tertiary insurance companies of the scheduled service and obtains benefit information and service authorizations.
Reviews reports to determine who needs reminder calls.
Places reminder calls to pre-registered patients 24-48 hours prior to service date.
Confirms service date/time/place with patients and reschedule services as needed.
Answer and direct incoming calls to the appropriate personnel.
Communicate pertinent information staff in a timely manner.
Perform assigned tasks as requested by the department manager.
Accept ownership and work with the team to provide accurate information and problem solving techniques to improve work processes that are within your department.
Adheres to hospital policy regarding maintenance and storage of medical records.
Demonstrate effective communication skills to establish and foster team relationships which promote outcomes that improve and enhance your department services.
Participates in inventory, ordering, and distribution of clerical and clinical supplies as directed.
Accepts and completes other duties and special projects as assigned.

Benefits

Compensation Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training
Premium pay such as shift, on call, and more based on a teammate's job
Incentive pay for select positions
Opportunity for annual increases based on performance
Paid Time Off programs
Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
Flexible Spending Accounts for eligible health care and dependent care expenses
Family benefits such as adoption assistance and paid parental leave
Defined contribution retirement plans with employer match and other financial wellness programs
Educational Assistance Program