Office Assistant III - Lead, Encompass Family Medicine, Heywood Medical Group, 40-Hours, Days/Evenings

Overview

You Matter Here! Heywood Healthcare values our employees! We offer competitive wages, great benefits and generous earned time off. Come work where you will matter! 

 

Hours: 40-Hours, Days/Evenings

 

Job Summary:

Under the direction of the Sr. Practice Manager, incumbent is responsible to assist the Sr. Practice Manager in the oversight of the department’s administrative responsibilities, such as, project management, schedule management, training and compliance, staff schedules, supply inventory and management, and other duties as assigned. Responsibilities shall include: proficient knowledge of front desk office assistant role, surgical schedule role, and referral/prior authorization specialist role.  Also, excellent customer service skills.  The incumbent must participate in customer service and patient satisfaction initiatives and must learn and perform new standards and processes as they are implemented and complete any assigned training.

Responsibilities

Organizational Expectations 

 

Behavioral Attributes:

The following behavioral attributes are required: achievement motivation, concern for order, flexibility, initiative, self-confidence, customer service oriented, interpersonal effectiveness, teamwork, analytical thinking and information seeking.

 

Essential Functions

• Answers telephones, schedules in office appointments, takes messages accurately and routes appropriately
• Completes tasks associated with clinical inbox/ practice buckets (personal, practice referral, medical record and others assigned) proficiently and in a timely manner
• Completes tasks associated with workflow dashboard (Appointments to be rescheduled, appointment tickers, no shows and others assigned) proficiently and in a timely manner
• Arrives patients, verifies all required fields for most current, up to date patient information.  Has patient complete appropriate forms, accurately documents information provided by patients in EMR and completes check-in.
• Departs patient from office, provides any necessary patient information and schedules appointments in office and outpatient appointments as needed
• Collects copays/payments, maintains records and reconciles daily deposits.
• Verifies insurance coverage and eligibility and negates issues prior to patient visit whenever possible
• Performs a variety of clerical functions to support office such as typing, filing, scheduling appointments, making phone calls and related duties as required or directed.
• Process incoming faxes and daily mail including barcoding and document processing within EMR.
• Schedules and coordinates patient visits and medical procedures, for both inpatients and outpatients.
• Registers patients utilizing computer-based registration/scheduling system.
• Processes Medical Records incoming and outgoing according to practice guidelines and regulations.
• Maintains assigned office and/or clinical supplies.  Assures accurate inventory of supplies based on approved levels.  Rotates stock as required.  Initiates requisitions for re-supply or special items
• Maintains records, reports, logs and other statistical information as required or directed.

SURGICAL SCHEDULER ROLE/RESPONSIBILITIES

• Schedules office and hospital based medical procedures, for patients with appropriate provider and time/location slot, utilizing appropriate scheduling codes.
• Schedules diagnostic and imaging tests.  Schedules office and hospital-based procedures, tests and imaging ensuring available time is utilized to maximum efficiency
• Interfaces with appropriate vendor staff to ensure all necessary equipment will be on site for office and hospital-based procedures.
• Interfaces with appropriate hospital staff to ensure a cohesive working relationship in providing patient care services
• Enters notes/special instructions needed for scheduling in EMR.
• Effectively utilizes clinical knowledge when determining if appointment is consistent with the diagnosis/indications indicated by the provider.
• Completes accurate documentation of informed consent with patients for procedures and surgeries as needed.
• Provides accurate, detailed information to patients regarding test preparations, time of patients scheduled arrival, and any other directional information needed; takes appropriate action in responding to questions from patients.
• Confirms patient’s insurance provider and obtains all necessary prior authorizations or referrals appropriately.
• Ensures patients have proper medical clearance and pre-surgical testing as needed.
• Completes pre-procedure phone calls and confirms appointment times with patients via te