Office Assistant
Job description JOB TITLE :
Office Assistant GENERAL SUMMARY OF DUTIES :
Responsible for working with CMP providers and staff to support the clinical environment in a manner that promotes quality and efficient operations.
Duties will be performed following CMP policies, procedures, protocols and workflow under the supervision of the manager of the assigned department.
Employees will be assigned periodically to work evening or Saturday hours and to provide support in other departments when required.
SUPERVISION RECEIVED :
Reports to the Manager and Supervisor (if applicable) in the assigned department.
SUPERVISION EXERCISED :
None.
Office Assistant II
Responsibilities:
Office Reception Greet patients in a welcoming, polite, prompt, and helpful manner.
Provide information, answer questions, direct and instruct patients within the guidelines of CMP policies and procedures.
Administration Print and assure proper completion of patient forms and receipts Delivery and/or acquisition of forms required for patient visit Prescription and test results pick-up Medical Record Requests Refer patient request to Clinical Operations In a statA' situation- prepare Medical Record Release and consult Manager/Supervisor if Clinical Operations staff not available (occurs rarely) Notify MD - overnight messaging center Remove cancellations from schedule Call patients to reschedule appointments Call patients to make appointments for follow-up care Post applicable No-ShowA' fees to PM (if not done by provider via EMR) Provide appropriate billing information To patient/guarantor:
collection of patient account balance To provider:
compliance with insurance rules for ordering of CMP Ancillary Services To billing:
account management and accurate billing of claim Refer the following patient account concerns to Billing Department Personnel:
Account problem resolution Policy and/or insurance changes Payment Plan non-compliance Bad debt collection balances-In-HouseA' and CollectionA' account types Patient Portal Notify patients of availability of web portal and procedure for account set-up Generate patient inviteA' in portal Dashboard Refer patients with portal issues to designated Clinical Operations Staff ACO notification to Medicare patients Distribute ACO notice to all patients with PM account type ACO AttributedA' Update PM account as outlined under Practice Management System Update EMR account as outlined under Electronic Medical Record Mail Postage meter Returned mail management Research for new or change of address and correct in PM system Scan and index to patient file in EMR Recall letters (per department protocol) Process Print Fold and stuff in envelopes Postage Stock printers, copiers and credit card machines with paper for the next day or as needed Maintain waiting room order Remove trash Maintain furniture arrangement Water plants (if applicable) Fresh water and cups for dispenser (if applicable) Organizing of reading materials Continually demonstrate efficient time management throughout the day in all tasks.
Additional duties and/or special projects as assigned Phone Reception and Management Master basic functions of Avaya phone system.
/ Login Placing/retrieving calls on hold Transfer Call Center Program (CCR) / Length of time on call Calls waiting in queue by volume and wait time Extension directory Answer phones in a pleasant, prompt, polite, and helpful manner utilizing guidelines(scriptsA' ) Interoffice and patient messaging as outlined under Electronic Medical Record (EMR) Schedule appointments as outlined under Practice Management System Reminder calls / Performed by I-Remind computer program.
Contact patients that were unreachable or cancelled using automated system( back-up to Billing Staff) Special instructions Insurance and ID requirements No Show fee policy Practice Management (Allscripts PM) & Phreesia Systems Demographic updates in PM for data changes not imported from Phreesia / Emergency contact Usual provider PCP provider HIPAA notification note Appointments / Scheduling Moving appointments Cancelling appointments Bumped appointments rescheduling Advise patient of co-pays, balances and self pay charges estimates due at time of visit Insurance & ID Data Collection / Insurance card and ID scanning into PM system Insurance Verification 1-2 days in advance of appointment using Phreesia system, payer websites or calling insurance carrier Same-day verification process utilizingPhreesia system, payer websites or calling insurance carrier Update insurance data in patient's PM account Explain Phreesia Pad registration to patients and assist them with completion when necessary Update emergency contact, usual provider, PCP and HIPAA note in Patient Registration screen Recalls Update and/or remove co-pays in Phreesia when necessary for patient credits or for visit types not requiring co-pays (ie Physicals, Ancillary Services, Injections) Collection of patient out-of-pocket amounts if not processed on Phreesia Pad / Co-Pays/Balances Self Pay charges at time of check-out Advise patient of balances if not processed on Phreesia Pad and set-up automated Payment Plans if patient agrees Notify Manager/Supervisor if patient refuses to make payment on balance at time of check-in Contact Billing Staff if patient requests non-automated Payment Plan End-of-Day batch reconciliation / Phreesia batch report must be reconciled to cash, check & credit card receipts in drawer Close credit card machine for check transactions as assigned Discrepancies are reviewed with Manager prior to leaving for day for resolution Update PM account for every Medicare patient that receives ACO notice:
Change account type to appropriate category as outlined in workflow Change insurance plan to the appropriate ACO Medicare plan number Enter zero dollar charge using ACOPA' CPT code Electronic Medical Record (Allscripts Clinical Module) Patient messages / Accurate name and contact phone number Document message with all information supplied by patient (ie list all medications that need refill-not patient needs refillsA' Refill Request message- document all medications needed, pharmacy name and phone number Mail messages Appropriate documentation, grammar and punctuation in all messages Review of Daily Schedule on Sharepoint to determine covering provider for forwarding of patient messages for each provider Document Management Procedures / Scanning and indexing Input Manager and Fax Press Update EMR account for every Medicare patient that receives ACO notice Add consent to patient's chart Select ACO ConsentA' accepted GENERAL DUTIES:
Maintain waiting room, front desk work area and phone room in a clean, neat and organized manner with appropriate supplies available Ensure compliance with OSHA regulations regarding biohazard material and waste disposal Support quality programs including Patient Centered Medical Home (PCMH), Medicare Meaningful Use (MU) initiatives, ACO quality criteria and any other Quality or insurance programs adopted by CMP Perform other duties as assigned by Department Manager/Supervisor Education :
High school diploma or equivalent; prefer advanced training in Technical or Vocational school EXPERIENCE :
Minimum (1) year experience with patient registration and insurance verification;(2) years' experience preferred Knowledge & Skills:
Knowledge of medical terminology and ability to read and write various forms of documentation (handwritten and typed medical records) Computer literacy on PC workstation or laptop/tablet notebooks and use of internet and other research tools Excellent verbal skills to manage high volume of telephone calls in a clear, concise, professional, helpful and knowledgeable tone and manner Basic knowledge of medical insurance Knowledge of OSHA guidelines Strong commitment to quality customer service Interpersonal and communication (written and oral) skills for liaison work with patients, co-workers, internal and external clients Organized work habits that include:
attention to details, ability to prioritize work and handle multiple tasks in a fast-paced setting Problem-solving skills with ability to apply sound judgment to decision making Professional image in manner, appearance, motivation and work habits Flexibility to company and department needs (ie cross covering in other departments for medical practice site location, extended hours, weekends, extra-curricular company activities to promote community awareness) General knowledge of office equipment to include telephone function, fax, copier, scanners and printers, PC and notebooks, etc.
Ability to work effectively in a team setting as well as independently ENVIRONMENTAL/WORKING CONDITIONS:
Regularly reads and reviews handwritten or typed medical records and prepares and develops additional data and notes for use by medical personnel Regularly deals with multiple patient cases and potentially stressful situations Risk of exposure to communicable disease, ie, viruses, lab specimens, and airborne pathogens Regular stoops and bends to store/move supplies (up to 25 lbs) or to assist in procedures and tests.
Regularly carries materials and supplies necessary for patient care.
Must use computer to access and to enter patient information Regularly receives high volume of telephone calls PHYSICAL DEMANDS:
The employee is primarily seated while performing the duties of the position.
Occasional walking or standing is required.
The hands are regularly used to write, type, key and handle or feel small controls and objects.
The employee must frequently talk and hear.
Weights of up to 25 pounds are occasionally lifted.
The physical demands described here are representative of those that must be met by the employee to perform the essential duties and responsibilities of the position successfully.
Requirements may be modified to accommodate individuals with disabilities.
Job Type:
Full-timePay:
$17.
00 - $18.
50 per hourJob Type:
Full-timePay:
$17.
00 - $18.
50 per hour
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Health savings account Life insurance Paid time off Vision insuranceHealthcare setting:
Medical officeMedical specialties:
Internal Medicine Primary CareSchedule:
8 hour shift Day shift Monday to FridayAbility to commute/relocate:
Columbia, MD 21045:
Reliably commute or planning to relocate before starting work (Required)
Experience:
Customer service:
2 years (Preferred) Medical terminology:
2 years (Preferred) Computer skills:
2 years (Preferred)Work Location:
One location.
Estimated Salary: $20 to $28 per hour based on qualifications.
Office Assistant GENERAL SUMMARY OF DUTIES :
Responsible for working with CMP providers and staff to support the clinical environment in a manner that promotes quality and efficient operations.
Duties will be performed following CMP policies, procedures, protocols and workflow under the supervision of the manager of the assigned department.
Employees will be assigned periodically to work evening or Saturday hours and to provide support in other departments when required.
SUPERVISION RECEIVED :
Reports to the Manager and Supervisor (if applicable) in the assigned department.
SUPERVISION EXERCISED :
None.
Office Assistant II
Responsibilities:
Office Reception Greet patients in a welcoming, polite, prompt, and helpful manner.
Provide information, answer questions, direct and instruct patients within the guidelines of CMP policies and procedures.
Administration Print and assure proper completion of patient forms and receipts Delivery and/or acquisition of forms required for patient visit Prescription and test results pick-up Medical Record Requests Refer patient request to Clinical Operations In a statA' situation- prepare Medical Record Release and consult Manager/Supervisor if Clinical Operations staff not available (occurs rarely) Notify MD - overnight messaging center Remove cancellations from schedule Call patients to reschedule appointments Call patients to make appointments for follow-up care Post applicable No-ShowA' fees to PM (if not done by provider via EMR) Provide appropriate billing information To patient/guarantor:
collection of patient account balance To provider:
compliance with insurance rules for ordering of CMP Ancillary Services To billing:
account management and accurate billing of claim Refer the following patient account concerns to Billing Department Personnel:
Account problem resolution Policy and/or insurance changes Payment Plan non-compliance Bad debt collection balances-In-HouseA' and CollectionA' account types Patient Portal Notify patients of availability of web portal and procedure for account set-up Generate patient inviteA' in portal Dashboard Refer patients with portal issues to designated Clinical Operations Staff ACO notification to Medicare patients Distribute ACO notice to all patients with PM account type ACO AttributedA' Update PM account as outlined under Practice Management System Update EMR account as outlined under Electronic Medical Record Mail Postage meter Returned mail management Research for new or change of address and correct in PM system Scan and index to patient file in EMR Recall letters (per department protocol) Process Print Fold and stuff in envelopes Postage Stock printers, copiers and credit card machines with paper for the next day or as needed Maintain waiting room order Remove trash Maintain furniture arrangement Water plants (if applicable) Fresh water and cups for dispenser (if applicable) Organizing of reading materials Continually demonstrate efficient time management throughout the day in all tasks.
Additional duties and/or special projects as assigned Phone Reception and Management Master basic functions of Avaya phone system.
/ Login Placing/retrieving calls on hold Transfer Call Center Program (CCR) / Length of time on call Calls waiting in queue by volume and wait time Extension directory Answer phones in a pleasant, prompt, polite, and helpful manner utilizing guidelines(scriptsA' ) Interoffice and patient messaging as outlined under Electronic Medical Record (EMR) Schedule appointments as outlined under Practice Management System Reminder calls / Performed by I-Remind computer program.
Contact patients that were unreachable or cancelled using automated system( back-up to Billing Staff) Special instructions Insurance and ID requirements No Show fee policy Practice Management (Allscripts PM) & Phreesia Systems Demographic updates in PM for data changes not imported from Phreesia / Emergency contact Usual provider PCP provider HIPAA notification note Appointments / Scheduling Moving appointments Cancelling appointments Bumped appointments rescheduling Advise patient of co-pays, balances and self pay charges estimates due at time of visit Insurance & ID Data Collection / Insurance card and ID scanning into PM system Insurance Verification 1-2 days in advance of appointment using Phreesia system, payer websites or calling insurance carrier Same-day verification process utilizingPhreesia system, payer websites or calling insurance carrier Update insurance data in patient's PM account Explain Phreesia Pad registration to patients and assist them with completion when necessary Update emergency contact, usual provider, PCP and HIPAA note in Patient Registration screen Recalls Update and/or remove co-pays in Phreesia when necessary for patient credits or for visit types not requiring co-pays (ie Physicals, Ancillary Services, Injections) Collection of patient out-of-pocket amounts if not processed on Phreesia Pad / Co-Pays/Balances Self Pay charges at time of check-out Advise patient of balances if not processed on Phreesia Pad and set-up automated Payment Plans if patient agrees Notify Manager/Supervisor if patient refuses to make payment on balance at time of check-in Contact Billing Staff if patient requests non-automated Payment Plan End-of-Day batch reconciliation / Phreesia batch report must be reconciled to cash, check & credit card receipts in drawer Close credit card machine for check transactions as assigned Discrepancies are reviewed with Manager prior to leaving for day for resolution Update PM account for every Medicare patient that receives ACO notice:
Change account type to appropriate category as outlined in workflow Change insurance plan to the appropriate ACO Medicare plan number Enter zero dollar charge using ACOPA' CPT code Electronic Medical Record (Allscripts Clinical Module) Patient messages / Accurate name and contact phone number Document message with all information supplied by patient (ie list all medications that need refill-not patient needs refillsA' Refill Request message- document all medications needed, pharmacy name and phone number Mail messages Appropriate documentation, grammar and punctuation in all messages Review of Daily Schedule on Sharepoint to determine covering provider for forwarding of patient messages for each provider Document Management Procedures / Scanning and indexing Input Manager and Fax Press Update EMR account for every Medicare patient that receives ACO notice Add consent to patient's chart Select ACO ConsentA' accepted GENERAL DUTIES:
Maintain waiting room, front desk work area and phone room in a clean, neat and organized manner with appropriate supplies available Ensure compliance with OSHA regulations regarding biohazard material and waste disposal Support quality programs including Patient Centered Medical Home (PCMH), Medicare Meaningful Use (MU) initiatives, ACO quality criteria and any other Quality or insurance programs adopted by CMP Perform other duties as assigned by Department Manager/Supervisor Education :
High school diploma or equivalent; prefer advanced training in Technical or Vocational school EXPERIENCE :
Minimum (1) year experience with patient registration and insurance verification;(2) years' experience preferred Knowledge & Skills:
Knowledge of medical terminology and ability to read and write various forms of documentation (handwritten and typed medical records) Computer literacy on PC workstation or laptop/tablet notebooks and use of internet and other research tools Excellent verbal skills to manage high volume of telephone calls in a clear, concise, professional, helpful and knowledgeable tone and manner Basic knowledge of medical insurance Knowledge of OSHA guidelines Strong commitment to quality customer service Interpersonal and communication (written and oral) skills for liaison work with patients, co-workers, internal and external clients Organized work habits that include:
attention to details, ability to prioritize work and handle multiple tasks in a fast-paced setting Problem-solving skills with ability to apply sound judgment to decision making Professional image in manner, appearance, motivation and work habits Flexibility to company and department needs (ie cross covering in other departments for medical practice site location, extended hours, weekends, extra-curricular company activities to promote community awareness) General knowledge of office equipment to include telephone function, fax, copier, scanners and printers, PC and notebooks, etc.
Ability to work effectively in a team setting as well as independently ENVIRONMENTAL/WORKING CONDITIONS:
Regularly reads and reviews handwritten or typed medical records and prepares and develops additional data and notes for use by medical personnel Regularly deals with multiple patient cases and potentially stressful situations Risk of exposure to communicable disease, ie, viruses, lab specimens, and airborne pathogens Regular stoops and bends to store/move supplies (up to 25 lbs) or to assist in procedures and tests.
Regularly carries materials and supplies necessary for patient care.
Must use computer to access and to enter patient information Regularly receives high volume of telephone calls PHYSICAL DEMANDS:
The employee is primarily seated while performing the duties of the position.
Occasional walking or standing is required.
The hands are regularly used to write, type, key and handle or feel small controls and objects.
The employee must frequently talk and hear.
Weights of up to 25 pounds are occasionally lifted.
The physical demands described here are representative of those that must be met by the employee to perform the essential duties and responsibilities of the position successfully.
Requirements may be modified to accommodate individuals with disabilities.
Job Type:
Full-timePay:
$17.
00 - $18.
50 per hourJob Type:
Full-timePay:
$17.
00 - $18.
50 per hour
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Health savings account Life insurance Paid time off Vision insuranceHealthcare setting:
Medical officeMedical specialties:
Internal Medicine Primary CareSchedule:
8 hour shift Day shift Monday to FridayAbility to commute/relocate:
Columbia, MD 21045:
Reliably commute or planning to relocate before starting work (Required)
Experience:
Customer service:
2 years (Preferred) Medical terminology:
2 years (Preferred) Computer skills:
2 years (Preferred)Work Location:
One location.
Estimated Salary: $20 to $28 per hour based on qualifications.
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