Medical Office Assistant

Overview

The primary purpose of the Medical Office Assistant position is to provide support with the daily activities of the clinic including answering phones and routing calls, scheduling appointments, patient referrals, greeting and registering patients. Responds to requests and questions from hospitals, patients and referring physician offices. Assists with billing and record retention activities.

Responsibilities

Greets patients and visitors in a prompt and courteous manner, explaining clinic procedures, answering routine questions, and facilitating adherence to schedule of appointments.

 Accurately schedules/cancels/confirms patients’ appointments according to the criteria of the department.

• Provides information such as directions, pre-visit instructions, insurance form requirements, etc.
• Conducts reminder calls to all patients.
• Performs pre-registration when scheduling appointments.
• Performs check-in and check-out processes “real time.”
• Productivity & quality meets/exceeds department standards.

 Registers patients completely and accurately.

•  Ensures that pertinent data is obtained, updated, verified, and accurately entered into the computer system on all patients at each visit.
• Secures appropriate signatures on all mandatory hospital documentation and consents.

 Answers phone calls, takes accurate messages, and refers caller or message to appropriate party.

• Researches non-routine questions and responds back to the caller in a timely manner.
• Ensures entries pertaining to the patient are made in the electronic record.

 Maintains an accurate filing system to meet the needs of the department, following established guidelines. Ensures that lab slips, x-ray reports, etc. are filed and/or prepped for scanning and/or scanned in a timely manner for Medical Records. Ensures scripts sent to Medical Records are affixed to an 8 ½ by 11 paper with a current zebra label.

Qualifications

High school diploma or GED required; Associate degree preferred. Two (2) years of progressively responsible clerical experience, including receptionist and scheduling duties required. Experience in medical office setting including some billing preferred. Computer skills (proficient w/MS Office & experience w/electronic registration and medical record systems) and excellent customer service skills required. Ability to multi-task and to effectively present information in one-on-one and small group situations. Bilingual (Spanish, Portuguese, or French) preferred. Customer Service: Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments. Interpersonal Skills: Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to change. Teamwork: Exhibits objectivity & openness to other’s views; contributes to building a positive team spirit; supports everyone’s efforts to succeed. Mathematical Skills: Ability to add & subtract three- & four-digit numbers and to multiply and divide.Reasoning Ability: Ability to apply common sense understanding to carry out instructions and in problem solving standardized situations. Credential required: High School Diploma or GED