Orders Management Assistant

Nevada System of Higher Education•Arlington Heights, IL

7d•$18 - $26•Onsite

About The Position

Reporting to the Manager of Patient Access, the Outpatient Order Management Assistant receives written orders and referrals from physician offices, reviews for completeness, and indexes those orders in the fax management software. Performs real-time problem solving by asking appropriate questions for order clarification to obtain and enter a compliant order. Follows-up with physicians on written orders received that need clarification and additional information or signatures, Ensures that orders received meet medical necessity requirements for optimal reimbursement

Requirements

High school diploma required.
Previous customer service experience required.
Previous healthcare experience with regulatory compliance requirements, payer requirements, HIPAA privacy and security requirements, medical terminology and general revenue cycle procedures required.
Ability to communicate effectively verbally and in writing.
Ability to type while interviewing patients and/or physicians.
Ability to organize, prioritize and problem-solve.
Must demonstrate a high level of customer awareness and a strong commitment to fulfilling customer needs.
Knowledge of compliance and HIPAA privacy requirements.
Strong detail, organizational and prioritization skills to track requests from multiple departments.
Interpersonal skills necessary to provide direction to others and interact effectively with internal and external customers, including clinical departments.

Nice To Haves

College degree preferred
Some experience in patient scheduling or patient access services preferred.
Epic Registration and/or Scheduling experience preferred
N/A

Responsibilities

Receives and reviews all written and faxed outpatient physician orders ensuring they are complete per hospital and medical staff order management standards and compliant with all government regulations, including Illinois Department of Public Health (IDPH) and the Centers for Medicare & Medicaid Services (CMS).
Manages all compliant orders that have been received from physicians by indexing and scanning written orders into the fax management software system.
Per policy, follows up on designated orders and referrals that require clarification or additional information and obtains the paper written orders with signatures.
Ensures that all orders comply with medical necessity per NCH policy.
Researches incomplete physician orders with Access Services staff and physician’s offices to obtain all required order elements securing a revised compliant order when required.
May verify stat orders meet medical necessity criteria as needed.
Flags outstanding incomplete orders requiring clarification or additional information in the fax order management system.
Serves as a resource to the patient scheduling staff in the areas of interpreting orders and selecting the correct appointment in the scheduling system.
Notifies Access staff for follow-up contact with a patient when the order received does not match the service appointment scheduled.
Assists in monitoring and tracking standing orders, indexing them by various order elements in the fax management system.
Reviews standing orders to ensure continued compliance and contacts physician’s offices to communicate pending order expiration.
Conducts outreach calls to physician’s offices to clarify doctors writing, patient name, diagnosis and other elements of a complete order.
Creates work queues for access staff to notify patients that an order was received but the patient has not scheduled an appointment.
Educates physician and physician’s office staff on regulatory guidelines.
Participates in the development, administration and delivery of education to employee and physician’s office staff as it relates to compliance with third party regulations and documentations.
Maintains current awareness of LCD’s policies and other payer requirements.
Collaborates with other departments as needed.
Reviews and revises new hire training material as needed.
Assesses current training gaps and communicates results with leadership teams and work with educators to execute relevant training and/or coaching sessions.
Assists in the archival of expired and used orders in the order management system per NCH medical record storage and purge criteria policies and procedures.
Assists point of service clinical staff with order identification and location within the fax management software.
Logs and analyzes daily order volumes.
Serves as a resource to staff answering questions regarding orders to Access Services staff.
Participates actively on all meetings, quality improvement, and department initiatives.
Looks for areas and processes to improve and makes appropriate recommendations.
Collaborates ideas with other team members, works together to resolve order issues.