Office Assistant II

Office Assistant II

Performs a variety of assigned clerical and patient care duties essential to the daily operations of the assigned department. Duties may vary by department and/or site and may include: patient registration, patient scheduling, coordinating the physician order re-certification process, insurance verification and coordination of services for patients, charge entry and reconciliation functions, and co-payment and daily cash receipt responsibilities. The Office Assistant II will assist with medical record operations on a daily basis, greets, registers, and escorts patients, completes patient set-ups, turns over patient rooms, and ensures that the exam room is properly cleaned and prepped. He/she will perform other patient care duties determined by the therapist or physician, edits and distributes clinical dictations, orders and maintains clinical and administrative supplies, creates patient registration packets for patients and/or billing department, and provides front office and call center coverage and assistance.

Primary Duties and Responsibilities

• Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards, and safety standards. Complies with governmental and accreditation regulations.
• Greets and assists patients on the telephone and in person by triaging patient inquiries and concerns to appropriate clinical and non-clinical team members. Promptly answers assigned extensions using the correct salutation and follows script and completes patient reminder calls, processes and procedures as assigned.
• Completes the preliminary intake efficiently, accurately, and completely; performs patient updates, scanning registration, patient scheduling of initial and follow-up appointments based on insurance guidelines and messaging in the department's practice management (PM) system (if applicable) electronic health record (EHR) or electronic medical record (EMR) depending on department/site.
• Performs insurance verification to ensure accuracy of clean claim(s) submission. Coordinates services/authorizations for patients as assigned monitoring appropriate reports daily to prevent write off's.
• Demonstrates proficiency with the billing portion of the PM system to include: guarantor information, benefit information, insurance information, insurance priority, episode of care information, open HMO referrals, alternate insurances, and system notes (if applicable).
• Functions as an insurance liaison to include; accurate verifications, precise case management validation, and completion of authorizations and retrieval of denials.
• Completes and/or ensures accurate collection of patient payments and payment reconciliation via EMR payment log, completes charge entry reconciliation, prepares of bank deposits, and cash receipt logs as assigned.
• Runs daily and weekly EMR administrative reports for clinic; manages `At a Glance Alerts' and reports in EMR systems; manages/reconciles reports (not in EMR) (Task List Unbilled Report etc).
• Assembles financial paperwork and medical record paperwork for physicians and/or clinical team; assists patients with completing of required office forms, reviews all patient information for accurateness and completeness, and witnesses all financial forms as required. Communicates duplicate or multiple medical record accounts to appropriate medical records personnel for merging.
• Requests and obtains referrals, medical records, or diagnostic reports from internal and external providers as assigned.
• Monitors and handles case management for patients in the EHR system as assigned.
• Maintains waiting area in clean and neat condition, restocking materials as needed. Monitors administrative supplies and keeps administrative supplies at par levels.
• Responds to all payer-specific questions from patients and clinical providers as appropriate.
• Participates in administrative team connections with referring physician practices in order to establish positive relationships to maintain and increase referrals and site productivity.
• Demonstrates the ability to successfully train and oversee team members in Office Coordinator/Supervisors absence.
• Helps to resolve conflict with effective verbal and written communication in an appropriate manner. Directs, guides, and mentors associates to carry out tasks created by administrative leadership and clinical leadership.
• In the Outpatient Sites: Assists with patient registration systems and assists with patient scheduling and scanning of patient care administrative documents in electronic medical record (EMR) systems. Performs insurance verification and coordinates services/authorizations for patients and collects co-payments and performs daily cash receipt responsibilities.
• In the Physician Centers Only: Registers and schedules patients for a variety of different physician specialty clinics as well as modifying physician schedules upon request. Works closely with Patient Insurance Specialists, secretaries, and nurses to coordinate and schedule procedures and clinics.

Minimal Qualifications

Education

• High School Diploma or GED required or
• equivalent required and
• Associate's degree (A.A.) preferred or
• Bachelor's degree from a college or university in healthcare preferred or
• related field preferred

Experience

• 3-4 years Medical office experience in a rehabilitation setting required or
• 3-4 years Combination of experience and education. required and
• 1-2 years 1 year within medstar national rehabilitation network (MNRN) required and

Knowledge Skills and Abilities

• Excellent customer service skills and excellent verbal and written communication skills.
• Basic knowledge of Microsoft Office products including Word, Excel, and Outlook.
• Must be a highly organized process-oriented individual who has the ability to multi-task, be flexible, and be a self-starter.
• Ability to follow instructions and assist visitors and/or patients without compromising safety, service, care, or efficiency.
• Must be friendly and professional when interacting with patients and visitors at all times.
• Demonstrates teamwork while encouraging open and direct communication with others in a positive manner.
• This person will be the initial face and the initial voice of the clinic and should be able to project a positive and professional image at all times.

This position has a hiring range of USD $18.70 - USD $32.72 /Hr.