Office Associate Occupational Medicine & Wellness Services

Yale New Haven Health•Greenwich, CT

About The Position

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day. EEO/AA/Disability/Veteran Under the supervision of the department manager the office coordinator facilitates the smooth coordination of the daily office functions of Employee Health Services, including scheduling, tracking, data entry, and reporting. The employee must demonstrate competency and accuracy in handling of patient appointments and records. Is expected to model behaviors that support the values and service standards adopted by the medical facility. EEO/AA/Disability/Veteran.

Requirements

High School Diploma required. Bachelors in health care related field preferred.
Three (3) to five (5) years of related experience, preferably in an ambulatory setting.
Excellent coordination skills.
Must have excellent writte/oral communication and organizational skills.
Demonstrates proficiency in Microsoft Outlook, Word, Excel, and Power Point.
Excelent computer skills.
In personal and job-related decisions and actions, consistently demonstrates the values of integrity (doing the right thing), patient-centered (putting patients and families first), respect (valuing all people and embracing all differences), accountability (being responsible and taking action), and compassion (being empathetic).
Must demonstrate and communciate independent judgement in the performance of all duties and responsiblities necessary to coordinate the non-clinical aspects of the department.
Must implement and maintain clincial information data tracking applicaitons.

Nice To Haves

Bachelors in health care related field preferred.

Responsibilities

Performs reception and exit functions per department and hospital policy/procedure. 1a. Determines the reason for patient's visit to the clinic recognizing chief complaints and assessing urgent situations requiring immediate medical attention. 1b. Obtains and documents authorization for OHP treatment or services by contacting supervisors , companies and/or MCO's. 1c. Walk-Ins: Obtains company information, authorization, completes walk-in sheet. Faxes walk in sheets to company, and billing 1d. Accounts for patient arrival and exit from office by documenting time in appropriate appointment screen. 1e. Provides and explains paperwork to patients, checks ID, and ensures required information and signatures are obtained, copies insurance cards for ORS patients. 1f. Exits the OHP and /or ORS patient, reviews instructions, obtains signature, provides patient discharge visit summary and aftercare instructions, and faxes injury treatment summary report to company (from computer) 1g. Schedules follow-up visits in SYSTOC for OHP and/or ORS patients, and insures that visit is scheduled with the treating provider and attached to correct injury. 1i. Demonstrates proficient computer use of the following programs: SYSTOC, Quadramed, Medipac, Outlook, and Microsoft Office 1 1. Registers OHP and/or ORS patients in SYSTOC, to include entering and verifying demographics for patient and company; validating identification of patient, obtaining required consent to treatment signatures that will ensure correct billing and payment for services
Selects all appropriate tasks associated with the patient's OHP visit type 2b. OHP: Accepts payment for services from patients when designated by company, and on a limited basis, for patients not associated with a company. In ORS: collects co pays for private patients according to department guidelines; follows guidelines for documenting patient payments, and forwarding information and payment receipts to billing in OHP 2c. Obtains all signatures required during visit such as HIPAA acknowledgement, consents, attendance compliance agreement 2d. Charts:OHP: Prepares charts for screening patients by attaching corresponding flow sheets, consent forms, authorization forms, patient visit forms and any other related paperwork in a consistent and timely manner. Performs electronic chart preparation for injury patients In ORS: Prepares charts for private patients by attaching appropriate consent forms, authorization forms any other related paperwork in a consistent and timely manner. 2e. When applicable, initiates walk-in sheets for patients/companies sending clients in for care. Notifies sales representative of same for follow up. 2f. Schedules: OHP: prints Weekly Appointment Schedule on a daily basis, per SYSTOC contingency procedure. In ORS: prints therapist daily schedule 2 1. Schedules appointments for OHP physicals, exams, follow-ups; In ORS Initial Evaluations, follow-ups, PWS, FCE or any other services according to department and company guidelines. 15 3.
Schedules appointments for OHP physicals, exams, follow-ups, ORS Initial Evaluations, follow-ups, PWS, FCE or any other services according to department and company guidelines. 3b. Offers appointment utilization of other offices to meet the needs of patients /companies. 3c. Schedules appointments for services not provided at OHP with other departments and outside providers coordinating them to meet the needs and schedules of OHP, the provider and the patient/company. 3d. Reschedules OHP and/or ORS appointments as necessary during inclement weather. 3e. Updates OHP and/or ORS appointment cancellations and/or no-shows in SYSTOC on a daily basis. 3f. On a monthly basis, blocks off schedules based on established guidelines to accommodate physicals, walk-ins, and follow up appointments 3g. Coordinates scheduling of physicals and injury appointments that require physical therapy services (i.e. PWS). 3h. OHP: Daily reconciles Analysis of Orders' reports to ensure that all orders are serviced and all records flattened. In ORS: Ensures that all charge orders have been serviced. 3 1. 15 4.
Answers high volume of incoming calls for OHP and/or ORS in a professional courteous manner.
Answers high volume of incoming calls for OHP and/or ORS in a professional courteous manner. 4b. Identifies reasons for incoming calls and takes a proactive approach to resolve any issues, takes messages and/or directs calls to appropriate individuals as necessary. 4c. Maintains knowledge and understanding of OHP and/or ORS and its services in order to inform, advice and communicate accurate up to the minute information to clients and companies. 4d. Utilizes resources within the department and the organization to ensure customer satisfaction. Identify potential "New" business to client services. 4e. Voice Mail - Set, cancel, record and retrieve messages. 4f. Documents messages for clinicians and staff on the phone message book or if from companies , in log book identifying authorized visits. 4 1. Maintains organized files waiting for archived medical records to be received or sent out for archiving. Per guidelines, orders charts from Archive Company and distributes to requesting office . 10 5.
Has a clear understanding of and adheres to the department's Medical Records policies and procedures to include storage, retention, and request from patients for chart information. 5b. Oversees ordering, inventory and stocking of OHP and/or ORS charts, inserts, clasps, letters and related medical record supplies. 5c. Receives and processes daily requests from other offices for charts and miscellaneous information and responds in the same day. 5d. Files patient records using paper charts for screening and EMR for injury visits consistent with maintaining patient confidentiality and department procedure. 5e. Assists in obtaining and copying records in response to attorney requests. 5f. Scans and attaches reports from specialist, outside referring physicians, attorneys request and reports from outside services to patient record in SYSTOC 5g. Provides records to patients as requested after obtaining appropriate release of information consent 5 1. 5 6.
Provides other clerical support to the department.
Receives and distributes incoming mail for OHP and/or ORS on a daily basis. 6b. Distributes all clinical reports from specialist to clinicians for signature first and then scans document into EMR patient record. 6c. In ORS, scans document prior to distribution to therapist 6d. Sends and receives mail and/or faxes to and from clients, companies, physicians and insurance's as needed, and distributes appropriately on same day. 6e. Coordinates the identification and/or ordering of office supplies based on guidelines and utilization by office. 6f. Maintains and orders forms and offices supplies utilized by the facility . 6g. Works with manager to coordinate vendor and/or building maintenance situations. 6 1. 15 7.
Commitment to Quality Service and Department Standards
Supports and practices initiatives of customer service in all dimensions of interactions with internal and external customers of department. 7b. Is flexible in meeting the scheduling and staffing needs of OHP and/or ORS and all other locations as needed. 7c. Demonstrates the necessary interpersonal skills and commitment to team building and customer service. 7d. Adheres to hospital and department standards of patient confidentiality and HIPAA compliance . 7e. Is respectful of and conscientious of Patient's Rights 7f. Possesses and demonstrates necessary work habits to be effective and productive member of OHP/ORS team 7g. Appropriately prioritizes activities and workload remaining flexible in accepting assignments in order to complete assigned tasks. 7h. Identifies areas where service can be improved through regular discussion of needs and suggestions of team members and clients. 7i. Attends staff meetings on regular basis 7j. Participates in in-services, committees and continuing education activities to enhance skills that benefit work environment. 7k. Participates in orientation of new staff ensuring their preparation for use of SYSTOC program and performance of daily tasks. 7 1. 10 8.
Provides support services to projects in Rehabilitation or Employee Health activities 8a. Verifies insurance coverage by phone or on line for non- OHP patients 8b. Runs analysis of orders report to determine need for additional authorization 8c. Submits request for ongoing authorization for treatment including faxing of supporting documents. Documents request and receipt of authorization in paper chart or EMR. 8e. Registers ORS private patients in Quadramed, entering and verifying patient demographics and insurance information, verifies patient identification, copying insurance cards and obtains required consent and authorization signatures. 8f. Enters ORS non-OCC charges into Medipak 8g. Collects co-pays for ORS private patients according to department guidelines. 8h. Responsible for notifying therapists of missing or wrongly dated notes, ensuring that immediate corrections are made and that corrected notes are forwarded to Billing. 8i. Enters Medicare MSP and Code 29 information in Quadramed and Medipak respectively for billing purposes. 8j. Ensures that all MD orders and appropriate PCP referrals are complete. Immediately calls the patient's PCP if referrals are absent and obtains. Employee Health Support 8k. Facilitates data entry into EMR of employee health status for PPD, immunization status/ reports, respiratory fit testing 8l. Supports data entry into programs for special projects i.e. flu immunization 8n. Supports on site services by entering registration and servicing of tasks completed for companies on site.