Office Assistant II Heywood Medical Group Summit Family Practice 40 Hours DaysEvenings

Hours: 40 Hours Days/Evenings

Job Summary

Under the direction of the Senior/Practice Manager incumbent is responsible for scheduling surgeries (if applicable) and/or referral and prior authorization processing.As an Office Assistant II you willutilize administrative/clinical knowledge to schedule appropriate procedures/surgeries per providers orders. As an Office Assistant II you will act as aSurgical Schedulerto schedule office based and hospital procedures consistent with the patients diagnosis and procedure request. Also must be able to respond to both written and oral correspondences regarding scheduling changes/cancellations in a timely accurate manner. Individual must be organized and be able to manage demanding workload with accuracy. See full description below. As an Office Assistant II you will act as a Referral/Prior Authorization Specialist to ensure referrals are scheduled in a timely manner maintains tracking and appropriate documentation of referrals and authorizations. See full description below.

Organizational Expectations

Behavioral Attributes:

The following behavioral attributes are required: achievement motivation concern for order flexibility initiative selfconfidence 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 checkin.
• 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 computerbased 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 resupply 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 hospitalbased 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 hospitalbased 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 patients insurance provider and obtains all necessary prior authorizations or referrals appropriately.
• Ensures patients have proper medical clearance and presurgical testing as needed.
• Completes preprocedure phone calls and confirms appointment times with patients via telephone
• Demonstrates use of quality improvement in daily operations
• Ensures completion of assessment for advanced directive including DNR when applicable

REFERRAL AND PRIOR AUTHORIZATION SPECIALIST

• Schedules and coordinates patient referrals to ordered services expeditiously
• Establishes a close working relationship with preferred providers to facilitate scheduling
• Ensures any necessary paperwork medical records and insurance referrals are processed and provided to specialty provider in advance of patientappointment
• Stays current with insurance referral and priorauthorization requirements
• Obtains necessary priorauthorizations for ordered procedures and diagnostic studies as required
• Issues patients managed care referrals as required
• Has working knowledge of our local network/preferred providers and works with practice providers and PHO to minimize leakage
• Closes the referral loop follow up on assigned open ordersresults/consults pending
• Maintains records reports logs and other statistical information as required or directed
• Acts as office communications liaison for patients and healthcare providers for referrals and authorizations
• Assists in appeals process as directed
• Verifies insurance coverage and eligibility
• Completes PT1 forms as required for patient transportation to scheduled services
• Completes tasks associated with clinical inbox/practice buckets (personal practice referral medical record and others assigned) proficiently and in a timely manner
• Thoughtfully communicates with patients regarding scheduled services accurately providing any necessary information such as date time prep preregistration requirements etc. in advance of the appointment

RESPONSIBILITY OF ALL JOB ROLES

• Actively participates in quality measure management
• Demonstrates use of quality improvement in daily operations
• Performs all aspects of patient care in an environment that organizes patient safety and reduces the likelihood of medical/health care errors.
• Assists other members of the department as needed
• Attends variety of meetings conferences and seminars as required or directed
• Complies with established departmental policies procedures and objectives
• Complies with all health and safety regulations and requirements
• Respects diverse views and approaches and contributes in maintaining an environment of professionalism tolerance civility and acceptance toward all employees patients and visitors. Attends all H.E.A.R.T trainings
• Provide coverage when needed at other locations within Heywood Medical Group.
• Completes all Annual Mandatory Education requirements.
• All other duties and locations as assigned.

Statement of Other Duties

This 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 jobrelated duties beyond those explicitly described.

Job Requirements

Minimum Education

• High School diploma or equivalent required

Minimum Work Experience

• Three(3 year of experience in a medical office preferred

Required Skills

• Excellent written and verbal communication skills
• Excellent customer service skills
• Ability to prioritize tasks in a busy environment
• General comfort level with computers/technology and ability to learn programs as needed.
• Knowledge of Electronic Medical Records preferred and word processing skills.
• Three 3 years of experience in a medical/surgical office preferred.
• Preferred knowledge of medical terminology
• Must be able to work flexible shifts some evenings & weekends may be required.
• Reliable transportation in order to travel between locations is also required

Functional Demands

Physical 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).