Department Assistant

Overview

Job Summary

Coordinates activities of the front office for scheduling patient office visits, procedures and tests with proficiency and compliance.  Inputs patient demographic and insurance information to insure successful processing and payment of claims.  Provides secretarial support for physicians and administrative staff.

Responsibilities

Key Responsibilities / Essential Functions

1.   Greets patients and visitors in a prompt, courteous, and helpful manner.  Communicates effectively with patients and/or family members to obtain needed patient information.

  2. Responsible for excellence in customer service and ensuring patient needs are met.

3.   Responds to routine requests for information/service and directs visitors/patients to appropriate medical staff.

4.   Adheres to office scheduling policies and makes and cancels appointments including but not limited to office visits, tests, and procedures through the office scheduling system and hospital system.  Obtain pre-certification and/or referrals for patient      appointments when necessary.

 5.  Logs all no shows/cancelled appointments and calls patients to reschedule as needed.

        6.  Verifies insurance for procedures, tests, and makes referrals as needed. 

 7.  Enters and updates patient information in the computer system to include place of service, insurance type, policy holder, provider of service and referring physician. 

  8  Answers telephone in a timely manner, screens calls, takes messages, consults, and provides information. 

9.  Checks out patients, collects co-pays and payments on account balances and completes end of day deposit according to policy.

10. Manages and maintains physician and clinic schedules appropriately.  Updates office schedule regularly for patient additions/cancellations.

11. Completes assigned responsibilities in an appropriate time frame.

12. Demonstrates flexibility when involved in changing situations.

13. Demonstrates professionalism in appearance and actions.

14. Attends required meetings.  Participates in staff development and education activities.

15. Maintains work area and lobby in neat and orderly manner.

16. Maintains patient confidentiality.

17. Creates referrals in the scheduling system in a timely manner.

Qualifications

Minimum Knowledge, Skills, Experience Required

Education:  High school graduate or GED.

Experience:  Prefer one year work experience in a medical office setting. Knowledge of medical terminology desirable. Word processing and computer experience desirable.

Additional Skills/Abilities:  Knowledge of grammar, spelling, and punctuation to type patient information.  Skill in operating a computer, facsimile machine, and photocopy machine.  Skill in greeting patients and answering the telephone in a pleasant and helpful manner.  Ability to speak clearly and concisely.  Ability to read, understand, and follow oral and written instruction.  Ability to sort and file materials correctly by alphabetic or numeric systems.  Ability to establish and maintain effective working relationships with patients, employees, and the public.