Clinic Office Assistant

Clinic Office Assistant will be responsible for check-in and check-out for various FH specialities. Will also be responsible for verifying patient information, insurance, obtaining authorizations, collecting co-pays, answer telephones and directing calls, and various office tasks. 

PositionSpecificCompetencies: Clinic OfficeAssistant

Inadditiontothefollowingessentialpositioncompetencies,othercompetenciesmay berequiredto meetchangingorganization needs.

1. Usesanappropriateproblem-solvingapproachtoplanservices.

1. Answers phones,routescallsandortakesaccuratemessage.

1. Registersnew patientsandmaintainscurrentaccurateuptodatedemographicandinsuranceinformationforallpatients. Performsaccordingtopolicyregulations associatedwithPrivacyNotification,Medicaresecondary,signeddemographicregistrations,consenttotreatminor, etc.(MSPQ).

1. Identifiesbarrierstocommunications.

1. Verifiesinsuranceeligibility,scansinsurancecard,andphotoID.

1. Checkspatientsinandoroutforvisitinappropriatemanner.

1. Accuratelyandaccordinglytopolicy,postspayments.

1. Reconcilesallfinancialdatacorrectlyandincompliancewithclinicpolicy,bothendof dayand end of month

1. ForwardrequestsforMedicalRecordstoHealth Information Management Systems.

1. Works withpatientandclinic managertoeffectivelymanage patientaccountsandperformscertainfinancialassistancetasksasdelegatedandmonitoredbytheclinicmanager.

1. Recognizeshow fraudandabuseinterplayintodailyrole.

1. AnyotherdutyasassignedbutwithinthescopeofpracticeforaMOAbytheclinicmanager and orprovider.

1. Will contact facilities as necessary to ensure the appropriate paperwork is index in the patient’s EMR medical record prior to being seen by the provider in preparation for patient appointments – Examples: surgical reports, pathology reports, home health summary of care, etc.

1. Responds to the follow-up action plans sent by providers goaled at achieving maximum level of care continuity in preparation for designated patient appointments.

Examples: Remind patient to bring blood pressure log to appointment.

1. MOA will also monitor the Quality Panel Metrics Health Maintenance Tab in EPIC to facilitate proactive management of patient care and close care gaps.

1. Checks the work queues to correct any registration errors.

1. Providesserviceswithconsiderationoftherecipient’sneeds.

1. Maintainsworkareaina neat andorganizedmanner.

1. Securespatientinformationindeskdrawersorfolders.

1. Securesallreceipts,cashdrawer,etc.underlock andkeyovernightandwhenawayfrom work area. Locks computer system as needed when away from work desk toprotestPHIfor patients.

1. Greetsanddirectpatientsandvisitorsinacourteousmanner,informingthemofdelays orchanges in patientflow.

1. Managesappointmentscheduletoensureproviderefficiencyandpatientsatisfaction.

1. Monitorsthereceptionareatoensurepatientcomfortandpromptresponsetopatientdistress orconcerns.

1. WearsFH namebadgeandintroducesselftopatientasneededandrequiredbythesituation.

1. Worksonbehalfofpatient and occ health client toensuretimelyappointmentsby askingpatienttoarriveearly, effectively work through paperwork, history forms, etc. while making surepatientshave the opportunityto re-scheduleif provideris runninglate.

1. Monitorsandmanagespatientand client requestsforappointments. 

1. Manages occ health no shows; monitorsupcoming occ health schedules. 

1. Usesequipment/suppliescorrectly.

1. Maintains equipmentinproperworkingorder.Followmanufacturers’manualsforcare ofoffice equipment.Notifymanagerofequipmentfailure.

1. Maintainsadequatesupplyofmaterialsandforms.Usesuppliesconservatively.

1. Keepsaneat,orderly andsafeworkarea.

1. Usesappropriatesafetyandinfectioncontrolmeasures.

1. Adherestoestablishedinfectioncontrolmeasures.

1. Assurespatientsafetybyfollowingapplicablepatientsafetygoals.

1. Teaches/directs/advises/informsothersinanappropriatemanner.

1. Communicates clearlywith providers, managerandco-workers and patients.

1. Educatesandinformpatientsaboutclinicpolicies,proceduresandprocessesusingbasic simple languageand principles ofadultlearning.

1. Involves clinicmanagerin allpatientconcerns/complaintsin atimelyfashion afterfirsttryingto diffuse the situation.

1. Accuratelycollectsco-paysanddeductibles;provides patients withnecessary informationabouttheirinsurancepolicy(when information is available) asneededand directedbythe situation.

1. Advises patientsinneedofinsurance pre-certificationsorauthorization for clinic visits (i.e., managed care and VA).

1. Knowledge of managed care plans.

1. Adheres to FirstHealth’s Customer Service Standards. 

1. Reports/recordsinformationappropriately.

1. Usesapprovedformatforrecordingandreportingmessages.i.e.,telephoneencounter, etc.

1. Maintainswrittenreportsofallsituationsrequiringmanager’sattention.

1. Reconcilescashreceiptsandreportsasinstructedbypolicy when COAmustleavemoneydrawer for an extended period.

1. UtilizestheEHR/EMRsystemifinplacetofacilitateroleasitrelatedtoreferrals,follow-uppatientinstructionsorotheractivitiesrequiredinaclinicsettingtoaugmentqualityfor patientcare and coordination.