(Medical) Administrative Assistant

Job Description

Job Description

The Administrative Assistant at Men’s Health Boston (MHB) is a staff member who performs duties supporting the administrative operations of the practice. The Admin is largely responsible for patient care following appointments. The Admin answers phones, routes calls appropriately, schedules and manages appointments including appropriate follow‐up appointments. The Admin also conducts outreach calls on behalf of the clinician, provides excellent customer service in person and on the phone, coordinates documents, scans and tracks documents with sensitive health information and complete forms. The work of the Admin will vary and is largely driven by the real‐time needs.

Duties & Responsibilities

1) Scheduling in-office and out-of-office appointments (such as radiological imaging and procedures).

2) Sending medical records to outside offices as requested.

3) Sending lab requests to patients or laboratories as needed.

4) Scanning documents, sending and receiving faxes, reschedule appointments as needed.

5) Collect payments from patients

6) Acting as liaison with outside doctor offices and hospital to coordinate ancillary tests and outside referrals.

7) Answering incoming telephone calls and providing back‐up telephone receptionist duties, assessing type and urgency of phone calls and transferring to appropriate staff member or handling accordingly.

8) Greeting and checking‐in patients, updating demographic and insurance information, verifying and obtaining payments, scanning insurance cards, providing forms to patients.

9) Communicating with patients, pharmacies, and insurance companies as needed.

10) Directing patients to appropriate waiting area, monitoring patient flow and addressing patient flow concerns with appropriate staff member.

11) Preparing and printing patient encounter forms and requisitions for schedules, patient appointments and add‐ons.

12) Performing a variety of clerical duties including typing forms and short letters, sorting and processing mail, copying, faxing, filing, and other routine office functions.

13) Maintaining established departmental policies and procedures, objectives, quality assurance program, and safety standards.

14) Back up other positions as required, and assist with training of new staff.

 

Position Requirements

1) Must have high‐school diploma or General Education Development (GED).

2) Intermediate understanding and use of medical terminology along with intermediate understanding of insurance types and the prior‐authorization and appeal processes.

3) Phone Skills: Ability to use phone system (answer calls, put on hold, transfer, screen), handle complex calls requiring clinical information gathering, triage with detailed, clear, and accurate information.

4) Verbal Skills: Ability to articulate detailed information regarding the services provided by Men's Health Boston. MHB Staff are expected to achieve an advanced level of understanding around the services provided at MHB.

5) Computer Skills: Intermediate computer skills necessary with the ability to use designated applications. Must be able to enter data quickly and accurately with a strong attention to detail. Must be able to view trainings, read manual, or chat with EMR professional to learn about our EMR system and apply gained knowledge to improving efficiency.

6) Organizational Skills: Ability to manage multiple tasks effectively, follow established protocols, and work within designed systems. Must maintain a clean and orderly work area.

7) Exceptional customer service and people skills with the ability to stay calm in any situation and recognize when someone (patients or clinicians) are require assistance. Must have a desire to proactively work to resolve any issues that may arise.