Practice Administrative Associate-Family Medicine Residency

Yale New Haven Health•New London, CT

About The Position

The Practice Administrative Associate coordinates patient care and physician activity by greeting patients and visitors, answering telephone calls, scheduling appointments, and maintaining patient medical records. The role helps ensure efficient, cost-effective front desk and check-in operations and contributes to quality improvement activities. It also involves coordinating referrals and pre-authorizations, processing payments, supporting daily office administration, providing cross coverage, and assisting with patient procedure chaperone duties when needed.

Requirements

High school degree or equivalent required.
At least 1 year of administrative or customer service experience required.
Excellent organizational, communication, customer service, and teamwork skills.
Ability to multitask.
Core philosophy or values consistent with a patient-centered approach to care.
Professional, appropriate, effective, and tactful written, verbal, and nonverbal communication with patients, families, medical staff, colleagues, vendors, and other departments to promote continuity of care and services and enhance clinical image.

Nice To Haves

Prior experience working within a physician's office or medical practice, hospital, or health system.
EMR experience.
Working knowledge of Microsoft Office applications.

Responsibilities

Maintain appointment schedule templates, including alterations, deletions, and additions, and communicate schedule changes to appropriate staff and physicians or providers.
Coordinate check-in and front desk operations to help ensure quality services are cost-effective and efficient.
Receive arriving patients and verify or obtain required information and signatures in accordance with NEMG policies and procedures.
Answer office telephone calls, assist callers pleasantly, take accurate and complete messages, and refer callers to appropriate personnel when necessary.
Maintain appropriate telephone etiquette when speaking with patients, companies, and the healthcare team.
Complete pre-authorizations required by insurance companies for upcoming diagnostic tests and procedures when necessary.
Track referrals coming into the practice.
Maintain electronic medical records and/or paper medical charts in accordance with NEMG policies and procedures.
Perform daily administrative activities, including retrieving messages from the answering service and voicemail, retrieving and distributing faxes, filing, photocopying, and opening and sorting mail.
Forward phones to the answering service and notify the service about physicians' on-call status.
Collect and reconcile co-payments and cash drawers, including cash, checks, and credit card payments, within Epic and in accordance with NEMG policies and procedures.
Collaborate in and contribute to individual, team, and department quality improvement and evaluation activities.
Attend and actively participate in staff meetings.
Interact effectively and professionally with people of all ages and diverse cultural, socioeconomic, educational, racial, ethnic, sexual orientation, lifestyle, and physical ability backgrounds.
Coordinate efforts to obtain patient and family feedback about healthcare experiences and participate in interventions addressing identified needs.
Perform other related or additional tasks as requested by physicians or management.
Provide cross coverage as needed.
Assist with or perform chaperone duties for patient medical procedures as needed.