Medical Office Representative

Medical Office Assistant

To greet patients, activate patient files, and move patients through a predetermined schedule of appointments, schedules appointments over the phone and in person at a physician's office. Reviews requests for authorizations and referrals, obtains information needed to authorize the procedure or medicine request.

Essential Functions:

1. Welcome patients and visitors to the medical office by greeting patients and visitors in person and over the phone in a professional manner. Answers inquiries or refers questions to other staff members as needed.

2. Schedule patient's appointments electronically and accurately with requested physician and based on the physician's policy.

3. Whenever possible, resolves questions directly so that the patient receives prompt satisfaction i.e., good understanding of clinic policies, answer general questions and the ability to communicate them face-to-face or to the caller over the phone.

4. Efficient communicator: articulate words, greet the callers in a welcoming tone of voice, and give immediate verbal response to caller's conversation.

5. Personality and demeanor to deal with the public over the phone and in person. To include periodically difficult callers or visitors.

6. Good listener: identify and anticipate the callers 'or visitors' needs.

7. Accurately assist and process new patient paperwork; setting up demographics in the E.H.R system, scanning insurance cards and Identification cards.

8. Accurately processes updates to patient demographics and accurately verifies and update patient and insurance information.

9. Verify patients' insurance via the internet or over the phone.

10. Ability to cross train as a cashier to collect co-pays/ outstanding balances and balance cash drawer.

11. Participates in the medical office emergency routine, when required. Summons nurse and ambulance of EMS in case of patient or visitor emergencies. Assist other staff members as needed.

12. Wheelchair assistance: assisting patients to open and lock wheels.

13. Responds to requests for authorizations and referrals in a timely manner.

14. Reviews authorization request for accurate diagnoses coded.

15. Submits authorizations on behalf of the physicians for approval on procedures and or medications.

16. Communicate directly with physician or nurse regarding approval or denial of procedures.

17. Converses, when necessary, with the physician regarding denial or an appeal.

18. Updates the patient's chart with the approved or denial for a procedure, the updates is submitted electrically in e-Clinical Works.

19. Obtains necessary information to approve request.

20. Submit electronic communication to indicate approval for procedures or medicines.

21. Schedule medical record reviews

22. Ensures Medical records are prepared for the ROI company.

23. Assist in billing functions, adjustments, collection, or any other clerical task as needed.

24. Assist with training new employees in front office duties. Cross trained in all aspects of front office duties.

Additional Responsibilities:

1. Opens the office at the beginning of the day and locks the front door at the end of day.

2. Distributes pre-packed sample medicines to patients.

3. Maintains reception area neat and orderly condition at all times.

4. May assist other staff members with their duties as workload dictates.

5. Attends annual OSHA, HIPAA, and all internal offered in-services.

6. Perform other duties as requested.

Position Requirements:

§ High School graduate or equivalent

§ Ability to act independently and work in a fast-paced environment.

§ Personality and demeanor to deal with the public and assist ill, older, or distraught patient.

§ Good computer skills

§ Multi-task

§ Medical billing or medical specialist course preferred.

§ Excellent communication skills

§ Graduate of certified medical office training course or medical office working knowledge.

§ Good sense of organizational skills

§ Basic office skills such as typing, filing and printing.

Physical Requirements:

§ Sitting behind a desk the majority of the day

§ Lifting less than 30 lbs.

§ Ability to read small print.

§ Ability to type and write.