Office Assistant III Lead, Encompass Family Medicine, Heywood Medical Group, 40-Hours, DaysEvenings at Heywood Medical Group

OverviewYou 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/EveningsJob Summary:Under the direction of the Sr. Practice Manager incumbent is responsible to assist the Sr. Practice Manager in the oversight of the departments administrative responsibilities such as project management schedule management training and compliance staff schedules supply inventory and management and other duties as 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.ResponsibilitiesOrganizational ExpectationsBehavioral 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 FunctionsAnswers telephones schedules in office appointments takes messages accurately and routes appropriatelyCompletes tasks associated with clinical inbox/ practice buckets (personal practice referral medical record and others assigned) proficiently and in a timely mannerCompletes tasks associated with workflow dashboard (Appointments to be rescheduled appointment tickers no shows and others assigned) proficiently and in a timely mannerArrives 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 neededCollects copays/payments maintains records and reconciles daily deposits.Verifies insurance coverage and eligibility and negates issues prior to patient visit whenever possiblePerforms 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 itemsMaintains records reports logs and other statistical information as required or directed.SURGICAL SCHEDULER ROLE/RESPONSIBILITIESSchedules 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 efficiencyInterfaces 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 servicesEnters 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 patients 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 telephoneDemonstrates use of quality improvement in daily operationsEnsures completion of assessment for advanced directive including DNR when applicableREFERRAL AND PRIOR AUTHORIZATION SPECIALISTSchedules and coordinates patient referrals to ordered services expeditiouslyEstablishes a close working relationship with preferred providers to facilitate schedulingEnsures any necessary paperwork medical records and insurance referrals are processed and provided to specialty provider in advance of patient appointmentStays current with insurance referral and prior-authorization requirementsIssues patients managed care referrals as requiredHas working knowledge of our local network/preferred providers and works with practice providers and PHO to minimize leakageCloses the referral loop follow up on assigned open orders-results/consults pendingMaintains records reports logs and other statistical information as required or directedActs as office communications liaison for patients and healthcare providers for referrals and authorizationsAssists in appeals process as directedVerifies insurance coverage and eligibilityCompletes PT-1 forms as required for patient transportation to scheduled servicesCompletes tasks associated with clinical inbox/practice buckets (personal practice referral medical record and others assigned) proficiently and in a timely mannerThoughtfully communicates with patients regarding scheduled services accurately providing any necessary information such as date time prep pre-registration requirements advance of the appointmentMEDICAL OFFICE COORDINATORFosters a collaborative work environment respects diverse views and approaches and contributes in maintaining an environment of professionalism tolerance civility and acceptance toward all employees patients and visitors.Completes training of clerical staff as directed in a timely manner.Monitors clerical staffs assignments and manages their time for completion.Utilizes recommended training techniques such as teach back methodApplies and removes provider schedule templates as directed.Directs clerical staff for cancellation of patient appointments when provider schedule is removed and assures patients are notified prior to appointment datePerforms projects and duties assigned by the practice manager within timeframe requestedEffectively communicates with the practice manager (progress clarification opportunities etc.)Maintains records reports logs and other statistical information as required or directed (ex. Schedule Tracker/Schedule Utilization)Schedules and coordinates patient referrals expeditiouslyEnsures any necessary paperwork medical records and insurance referrals are processed in advance of patient appointment whenever possible.Obtains necessary prior- authorizations or referrals for ordered procedures and diagnostic studies as required.Stays current with insurance referral and prior-authorization requirements. Assists in appeals process as directedUnderstands and performs the job roles of the front desk surgical scheduler and referral/prior authorization specialist accurate and efficientlyStatement of Other DutiesThis document describes the major duties and responsibilities for this job and is not intended to be a complete list of all tasks and functions. It should be understood therefore that employees may be asked to perform job-related duties beyond those explicitly described.QualificationsJob RequirementsMinimum EducationHigh School diploma or equivalent requiredMinimum Work ExperienceFive (5) year of experience in a medical office preferredRequired SkillsExcellent written and verbal communication skillsExcellent customer service skillsAbility to prioritize tasks in a busy environmentGeneral comfort level with computers/technology and ability to learn programs as needed.Knowledge of Electronic Medical Records preferred and word processing skills.Five (5) years of experience in a medical office/surgical office preferredPreferred knowledge of medical terminologyMust be able to work flexible shifts some evenings & weekends may be required.Reliable transportation in order to travel between locations is also requiredFunctional DemandsPhysical Requirements:Exerts up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently and/or a negligible amount of force constantly to move objects. Frequently reaches (extending hands and arms in any direction) and handles (seizing holding grasping turning or working with hands). Key Skills Apache Tomcat,C++,Administration Support,LNG,Hotel Front Office Employment Type : Full-Time Experience: years Vacancy: 1