Medical Secretary Lead/FT/40 hours per week

At Bristol Health, we begin each day caring today for your tomorrow. We have been an integral part of our community for the past 100 years. We are dedicated to providing the best possible care and service to our patients, residents and families. We are committed to provide compassionate, quality care at all times and to uphold our values of Communication, Accountability, Respect and Empathy (C.A.R.E.). We are Magnet ® and received the 2020 Press Ganey Leading Innovator award for our rapid adoption and implementation of healthcare solutions during the COVID-19 pandemic. Use your expertise, compassion, and kindness to transform the patient experience. Make a difference. Make Bristol Health your choice.

Essential Job Duties

Performs Administrative Support Duties:

• Performs various reception duties: answers phones, processes patients and accurately reviews/enters demographic/insurance information into the system.
• Able to skillfully operate various office equipment including fax machine, copier, credit card scanners and other equipment.
• Front line to patient access staff and others to help problem solve issues
• Train new staff members
• Ensure that all signatures are obtained on all admission forms
• Verify on each shift change that the cash box/collections are correct.
• Uphold all policies and procedures put forth by Leadership
• Assists Office/Practice Manager (to be further referenced as "Manager") with projects and requests.
• Compliant with company/financial policy and procedure.
• Maintains reception area and work space in a neat, clean order.

Effectively Manages Patient Appointments and Registration and Patient Care

• Ensures the following aspects of patient care are efficient and effective:
  • All patients and visitors are pleasantly acknowledged and greeted immediately upon arrival.
  • Ensures all incoming calls are answered. If unable, all voicemails are answered the same day.
  • Accurately reviews and updates patient information, including insurance verification, in EMR system.
  • Completes insurance card and photo ID scanning upon registration.
  • Obtains all pre-certifications for visits, tests and procedures as required.
  • Responsible for completing call-backs to patients as directed.
  • Follows post-visit protocol and schedules patients as directed.

Ensures Processing of Patient Payments Daily

• Collects co-pays, self-pay and past due balances at time of service with a 80% collection rate.
• Posts and closes the batch for the day.
• Submits completed or balanced journal and cash, checks and credit cards to Manager at the completion of the work day.

Works with team to ensure specialist authorization and certifications are completed for all visits

• Responsible for obtaining all authorizations for the specialist within 24 hours of the visit.
• Accurately documents all authorization data in the system.
• Identifies "carved out" insurance benefits on a case by case basis and documents accordingly.
• Effectively provides patient information to insurance companies to secure medical necessity for treatment plan documented by the provider.
• Is competent in scheduling diagnostic tests and procedures/surgeries required by specific practices/specialties as designated by manager.

Monitor systems to improve office efficiencies, handles all front office responsibilities

• Promptly communicates areas of inefficiency with the Manager.
• Works with Manager and office staff to assess and develop practice operational plans.
• Assists Manager with the implementation of new operational models by providing hands-on support.
• Works with Manager to provide staff with tools to implement improvement.

Ensures quality of patient care is provided

• Enforces standard of quality patient care.
• Monitors compliance through observation and promptly reports issues to the Manager.
• Shares ideas with Manager with changes in standards.

Ensures effective and efficient utilization of information systems

• Provides effective systems to communicate changes and updates.
• Works with Manager to ensure appropriate training is provided through systems developed in collaboration with System Manager.

Demonstrates practice operations support

• Along with Manager, implements staffing plan, schedules staff and ensures appropriate staffing level to support provider presence. Ensures adequate staffing during scheduled vacation and unanticipated absences.
• Identifies staff training needs while monitoring performance. Communicates effectively to the Manager and other leadership as necessary to ensure proper training is arranged.
• In conjunction with the Manager implements and monitors compliance of approved personnel policies.
• Responsible for communicating all time off requests to the Manager prior to approval.
• Oversee daily patient scheduling performance.
• Ensures compliance of practice with standards and regulations.
• Interacts with the Billing Department effectively.
• Works closely with Manager on systems development and training to optimize performance of billing related tasks to improve speed and accuracy of billing.
• Monitors and coordinates any facility issues that affect the practice, including ongoing maintenance issues, electronic medical record issues.
• Act as a liaison to hospital staff responsible for facility maintenance.
• Works with the Manager to ensure that purchases are reconciled and approved for payment appropriately.
• Assists in temporary coverage of other locations as needed.
• All other tasks as assigned

Promotes effective communication

• Communicates with clarity and composure.
• Communicates effectively with Manager, Senior leaders, Physicians and staff to ensure coordinated efforts.
• Communicates all pertinent information in a clear, concise and timely manner.

Special projects and activities

• Completes special activities within specified parameters.
• Complies and reports to the Manager on special projects.
• Attends required meetings and workshops.

Demonstrates dependability

• Follows directions.
• Completes assigned tasks within a time frame.
• Demonstrates punctuality.
• Follows the standards for acceptable attendance.

Keeps personal phone calls to a minimum.

Educational / Minimum Requirements:

High school diploma

Minimum of three (3) years experience in a related area of the healthcare industry.

EMR knowledge and experience required.

State/Federal Mandated Licensure or Certification Requirements:

None

Qualifications

Educational / Minimum Requirements:

High School Graduate required. Completion of an accredited course of training in Medical Assisting or 1 year of direct patient care experience in a medical or hospital setting is preferred.

Must have a current CPR certification. This must be maintained for the duration of employment.

State/Federal Mandated Licensure or Certification Requirements:

None

Bristol Hospital Mandated Educational Requirements:

General orientation at time of hire. Fire/Safety/Infection Control annually. Other programs as mandated by Hospital.

Special Requirements:

Demonstrated proficiency in electrocardiographic testing. Must be able to take vital signs, knowledgeable in medical terminology, anatomy and physiology. Familiarity with medical equipment common to a medical practice.

Physical Requirements:

Bending, stooping, walking, sitting on a daily basis. On feet most of the day. Assists patients in and out of treatment rooms, in and out of chairs, on and off exam tables. Ability to spend one to four hours/day at computer terminal/personal computer performing data entry analysis. Must be able to hear with sufficient acuity so as to understand routine conversation in person or over telephone. Must possess sufficient visual acuity so as to read, use computers and conduct essential job functions in an acceptable manner. Must be able to speak so as to be understood by the average person. Significant documentation and paperwork review requiring extensive visual acuity.

Work Environment:

Medical office setting with direct exposure to patients, body fluids, possible exposure to blood borne pathogens. High volume of telephone and personal contact with customers. (If performing Radiologic Technologist key job elements will have radiation exposure.)

Cognitive Requirements:

Must be able to triage patients according to need and time requirements. Must possess excellent communication skills. Must provide comprehensive, accurate initial assessment to Medical Providers. Must be able to read both routine and technical information with comprehension. Must be able to write so the average person can comprehend. Must be able to perform simple calculations for medication doses, physical exams and tests administered. Maintains knowledge of CLIA requirements

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.