Patient Office Assistant

Harlem United Community AIDS Center Inc•New York, NY

56d•Onsite

About The Position

Harlem United is the parent company for Upper Room AIDs Ministry (URAM). URAM provides the healthcare services from the Federally Qualified Health Center located in the heart of Harlem. We provide Primary Care, Specialty Care, Dental Care and Wellness Care to those seeking diagnosis and treatment. All employees of URAM are responsible to perform their job practicing good risk management, quality assurance, and delivering excellent internal and external customer service. The incumbent in this job will perform various customer service duties including responding to inquiries, obtaining information, and providing information on Upper Room AIDS Ministry and its services within legal guidelines and agency policies. The primary responsibility is for the intake and registration of clients to the clinic, including insurance verification, fee assessment, and cashiering, presumptive eligibility for Medicaid, referrals, scheduling appointments and data input. The incumbents in this job have routine access to individually identifiable health information including the clients’ entire medical records on a need-to-know basis only.

Requirements

Minimum associate degree in health care related program or equivalent health care related college credits
5 years’ experience in medical or dental office a must, with 3 years’ experience with managed care requirements and medical billing
Strong customer service acumen including customer needs assessment, meeting quality standards, and evaluation of customer service
Ability to communicate and interact with others in a professional and courteous manner.
Well organized paying attention to details
Ability to write simple correspondence
Ability to present information in one-on-one and small group situations
Ability to calculate figures and amounts such as discounts, interest, proportions and percentages.
Ability to read and interpret documents such as safety rules, instructions, and procedure manuals
Proficient in input data on a computer terminal in an accurate and efficient manner
Knowledge of use of common office equipment

Nice To Haves

Certificate in health care discipline (medical office assistant or medical billing) preferred.
Basic computer skills (Microsoft Word, Excel, Outlook, etc.)
Experience with electronic medical record, (eClinicalWorks and Dentrix preferred)
Excellent organization skills
Experience working with HIV/AIDS population
Superior written and verbal communication skills
Ability to work as an efficient team member
Willingness to accommodate provider services outside the normal business hours
Bilingual (English/Spanish English/French) a plus

Responsibilities

Provide excellent customer service at all times
Engage patient with a warm and friendly greeting
Performs check ins, cancellations and rescheduling of client appointments
Check alerts during check in
Perform compete check outs (i.e adding to recall list or scheduling follow-up)
Ensures accuracy of all client and visit data each day, verifying patient demographics, insurance, homeless status, and visit status daily.
Inputs demographics and insurance information into EMR
Prepare huddle sheets and attend daily huddles
Call to inform patients when wait times exceed one hour
Compete new patient welcome calls
Answers telephones, directs calls and takes accurate messages
Determines nature of patients’ visits for appropriate processes
Maintains provider daily schedule for accuracy and correct as needed
Schedules appointments
Registers new patients obtaining the required information and documentation (ie: all client insurance, demographics etc.)
Provide material and introduction to new patents
Confirm if referrals are needed and are eligible
Verifies insurance coverage for all appointments.
Assists patients in understanding their medical coverage; provides assistance with prior authorization for the day’s visit if necessary.
Explains Health Center policy including payment of accounts and determines fee for service based on sliding fee schedule
Disseminates information to clients, staff and others as appropriate
Ensures completion and validation of all clients forms and documents including regular updates of information
Creates and maintains electronic patient records including the assignment of chart numbers
Scan required documents in the EMR
Compete HIPPA forms
Release fax machine and distribute to team members
Informs patient of wait times and apologizes for any delay in services
Promote use of patient portal and healthix at each visit
Enroll patents in the patient portal, healthix and ADAP
Refer clients to the referral specialist if necessary for additional information and assistance.
Collects, documents and disburses revenue from patients including credit Cards
Maintains and reconciles an accurate cash drawer daily
Notify patients of connect balance and set up payment arrangements
Communicate important messages to the patents (i.e monthly companion info flu shot etc)
Offer limited set of resources to patients (Human United services and Prepare resource binder)
Listen to and handle complaints or issues
Appropriately escalate complaints or issues to supervisor
Follow-up on referrals to see if their appointments have been kept
Facilitate competition of waiting room surveys/assessments
Obtain simple pre-authorizations for insurance coverage
Active participation in all departmental CQI activities
Promoting linkages with other service providers
Establish and maintain archive and active case records
Preparation of data for reports
Referring walk-in sick patients to the nurse for appropriate triage and prioritization
Other duties deemed necessary to achieve the mission of the organization