Medical Office Assistant

Job Summary

The Medical Office Assistant greets visitors at the reception area, schedules appointments, responds to telephone calls and takes messages. They collect demographic data, verify insurance coverage and collect fees as appropriate. They also check clients in and out each day.

Duties & Responsibilities

• Perform a variety of duties to support clients and departmental staff.
• Interact with Access/Intake staff to facilitate the preadmission process.
• Enter and confirm demographic and insurance information in Epic.
• Determine and collect deductibles and copays as appropriate.
• Greet visitors and clients; respond to incoming calls and route them to appropriate staff or resources.
• Answer calls courteously by identifying “The Providence Center, this is ____, may I help you” and transfer calls appropriately. Ensure messages are complete and accurate.
• Use Epic In‑Basket to communicate with staff as needed.
• Answer questions and investigate issues until resolved.
• Schedule appointments for clinical staff.
• Review schedules daily to ensure insurance is active and coverage is correct; notify Supervisor of issues.
• Screen medication‑related calls and forward to the Medical Assistant.
• Respond courteously to consumers and locate client information in Epic.
• Collect fees, document payments in Epic, and reconcile end‑of‑day cash drawer.
• Notify clinicians when clients arrive and check clients in within Epic.
• Maintain current knowledge of insurance contracts and allowable visits; inform clinicians when additional authorization is needed.
• Cancel future appointments when clients are discharged.
• Call consumers to confirm appointments. Assist Supervisor with rescheduling as needed.
• Perform departmental support tasks such as ordering supplies or submitting work requests, opening and sorting mail, and requesting interpreters when needed.
• Scan clinical records to HIM for entry into the EMR. Copy and fax materials as required.
• Complete departmental reports when applicable.
• Check First Aid Kit supplies and report needed items as assigned; submit supply list by the first week of each month.
• Provide coverage during staff vacancies, absences, vacations, and leaves; work flexible hours and travel between locations when required.
• Maintain a safe, welcoming, and orderly waiting area. Ensure the environment is clean, neat, and organized.
• Maintain cooperative and respectful relationships with employees and supervisory staff, clients, and the public.
• Address workplace problems with coworkers constructively.
• Accept and apply direction and supervision effectively.
• Use constructive feedback to improve performance.
• Ensure no complaints are received from peers, supervisors, or the public.
• Attend trainings, conferences, and required in‑service programs.
• Provide feedback to staff on educational programs attended.
• Participate in Center committees as assigned.
• Perform related duties as requested to support departmental goals.

Bilingual Roles

• Serve as a resource to staff regarding the bilingual community.
• Provide education and communicate regarding community resources and cultural matters.
• Interpret/translate both language and cultural concerns for staff and other community service providers, as appropriate.

Requirements

• High School or GED Required.
• Minimum 1 to 3 Years of experience working in a medical office setting and/or customer service-related field. Knowledge of or experience in behavioral health field is a plus.
• General computer proficiency.
• Good typing, spelling and grammar skills.
• Excellent communication skills.
• Demonstrates sensitivity to the client population served by The Providence Center.
• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to effectively present information in one‑on‑one and small group situations to clients and employees.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form.
• Able to solve problems involving several concrete variables in standardized situations.
• Bilingual preferred. For positions designated as bilingual (Bil), proficiency in the required language is mandatory, and the language assessment must be passed no later than 30 days of starting the role.

About Us

Care New England Health System (CNE) and its member institutions, Butler Hospital, Women & Infants Hospital, Kent Hospital, VNA of Care New England, Integra, The Providence Center, and Care New England Medical Group, is a trusted, integrated health care organization that fuels the latest advances in medical research, attracts the nation’s top specialty-trained doctors, hones renowned services and innovative programs, and engages in the important discussions people need to have about their health and end‑of‑life wishes. Care New England is helping to transform the future of health care, providing a leading voice in the ongoing effort to ensure the health of the individuals and communities we serve.

EEO Statements

Americans with Disability Act Statement: External and internal applicants, as well as position incumbents who become disabled must be able to perform the essential job‑specific functions either unaided or with the assistance of a reasonable accommodation, to be determined by the organization on a case‑by‑case basis.

EEOC Statement: Care New England is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

Ethics Statement: Employee conducts himself/herself consistent with the ethical standards of the organization including, but not limited to hospital policy, mission, vision, and values.