Administrative Assistant and Scheduler, Student Health

The Administrative Assistant and Scheduler Student Health is singularly responsible for all administrative activities in a small very busy office suite. Under minimal supervision performs a wide variety of administrative support and billing/coding. Compiles regular and special reports using established formats and procedures. Must be well organized highly flexible possess a keen awareness of customer service; and have the ability to multi-task and prioritize under pressure. Ability to manage and meet deadlines for multiple scheduling projects. MA/Clinical needed for cross coverage for those that hold a MA certification.

This position works very closely with department management and administrative support staff to ensure all department resources are optimized and the communication of information impacting the schedule and the clinic is seamless. This position requires critical thinking and problem-solving skills attention to detail outstanding follow-up the ability to work independently and exceptional communication skills.

• Schedule patients appointments in EPIC collect co-pays; ensure daily deposit is ready for pick-up
• Enter maintain and manage the physician professional monthly schedules
• Manage the professional physician leave request process in coordination with the Division Directors Practice/Office Managers and Administrative Assistants.
• Submitting recommendations making recommendations for daily monthly and master schedule changes to ensure all resources are maximized
• Organize work assignments and priorities with minimal supervision or directions. Provides coverage for all other support staff as needed
• Answer all incoming calls on a multi-line phone system and return calls in a timely manner.
• check patients in and out; print and mail patient letters written by physicians
• Conduct impact analysis and submit recommendations for scheduling conflicts coverage conflicts/shortfalls and template changes.
• Ongoing reconciliation of the EVMS Medical Group practice management software system
• Ongoing review and analysis of physician and allied health professional schedules in the EVMS Medical Group practice management software system
• Meet with Practice/Office Managers and physicians as needed to review and discuss physician professional master and daily schedules and templates.
• Manage administrative and clinical supply orders for the Student Health office
• Attend weekly and monthly meetings as requested.
• Provide administrative support to the Medical Director - process correspondence; coordinate Outlook schedules; liaison for clinic faculty staff and students; assist with special projects including but not limited to analysis of provider billing and patient access
• Billing and Coding:
  • This position is responsible for assigning appropriate ICD-10 and CPT codes to incoming work (services rendered by physicians.)
  • Review monthly charge allowance reports to ensure utilization of appropriate fees in such a manner that reimbursement is maximized.
  • Supervise the charges being entered into patient record adhering to carrier regulations.
  • Complete and follow up on missing Information from Physicians when the information provided does not support the services rendered.
  • Coordinate the activity of coding and data entry to ensure their accuracy as they relate to the billing process
• Building and maintaining provider schedules and coordinating Outlook schedules.
• Scheduling patients:
  • Answer all incoming calls on a multi-line phone system and return calls in a timely manner
  • Schedule patient appointments
  • Collect co-pays
  • Ensure daily deposit is ready for pick-up
  • Check patients in and out
  • Print and mail patient letters written by physicians
  • Complete all tasks in accordance to EVMS Medical Group standards
• Provide administrative support to all providers and nurse staff in the Student Health Clinic. Provide administrative support to the Medical Director and process correspondence. Liaison for clinic faculty staff and students.
• Maintaining supplies for both administrative and clinical sides of the Student Health Clinic. Submit clinical and administrative supply orders for the clinic and administrative team.
• Back-up MA: Fill in for the Medical Assistant in the event that they are out of office.
• Other duties as assigned by Department Management.

Minimum Qualifications and Skills

• Strong attention to detail organization and communication skills needed. Strong MS Office skills to include Word Excel and Outlook needed. Understands and ensures HIPAA policies.

Preferred Qualifications

• MA certification and relevant medical office experience preferred. CPT/ICD-9 and ICD-10 coding experience or Certified Professional Coder (CPC) is preferred.