Medical Secretary - Advice & Referral Coordinator

Please read ALL requirements before submitting your resume.

All applicants must have a minimum of 2 years Medical Secretary/Receptionist experience. All applicants must have less than a 45 minute commute to our location. Applicants are asked not to contact the office directly. Anyone wishing to be considered for one of our current openings should submit a cover letter, resume and references through Indeed.

GENERAL JOB DESCRIPTION

Under direction of the Clerical Supervisor, the Medical Secretary / Advice & Referral Coordinator performs a variety of tasks for Hendersonville Pediatrics, as they are the first contact via telephone or face-to-face interaction with patients, sales representatives, and visitors. Essential duties include providing excellent customer/patient services via phone and in person; referring callers to the appropriate departments; making appointments for patients according to Hendersonville Pediatrics' protocols; assisting patients/clients with forms and other requests. This position is a crucial link between the patient and the care delivered by the physicians and clinical staff. This person must work collaboratively with all Physicians, Clinical, and Billing staff in support of direct patient services, exhibiting flexibility and a “can do” attitude, with the goal of fostering an environment which promotes patient comfort and trust. The position must exemplify the core values and mission of Hendersonville Pediatrics, always exercising the utmost discretion, diplomacy, and tact in patient/staff interactions.

SPECIFIC RESPONSIBILITIES

• Performs day-to-day medical office duties including but not limited to answering phones, scheduling appointments, greeting patients/visitors, copying, faxing, and data entry.
• Provides information to callers according to Hendersonville Pediatrics' Policies and Procedures; transfers calls to appropriate staff as needed.
• Welcomes and greets patients/clients/visitors to the office in a manner that is helpful and friendly, determines purpose of visit and directs patients/clients/visitors to appropriate person when needed.
• When scheduling appointments, carefully screens patients for correct contact information and informs patient of adequate documentation that must be presented at time of visit (verification of insurance, custody documents, and/or any forms that need to be completed during visit).
• Informs patient of any existing balance noted in computer and request patient be prepared for any payment due at time of visit.
• Verifies method of payment for service (Medicaid, NCHC, private insurance, private payee, etc.) and collects data, co-pays and/or payment as appropriate.
• Process incoming messages and requests received via the Patient Portal.
• Provides medical advice to parents/patients under the guidelines of Hendersonville Pediatrics' triage protocols.
• Processes referrals to specialists and other offices in a timely manner. Follows up on such referrals until completed.
• Processes medication refill requests and obtains prior authorizations for prescriptions when required.
• Processes orders for diagnostic tests and schedules various procedures. Obtains prior authorization for such tests when required.
• Processes medical orders for various products and durable medical equipment, obtaining physician's signatures and sending medical records when required.
• Process medication forms and action plans for schools or daycares.
• Adheres to all Hendersonville Pediatrics' policies on safety and security; maintains restricted areas safe by safeguarding keyless entry codes and computer system passwords in strict confidentiality.
• Must exercise utmost diplomacy and tact to provide excellent customer service for patients; practices confidentiality and privacy protocols in accordance to Hendersonville Pediatric policies and HIPAA requirements.
• Maintains patient waiting areas, office files, and front-desk areas in a manner that is organized and neat.
• Assists Medical Records as needed - Completing forms, enter patient medical history, process chart attachments, scan patient information sheets, insurance cards, etc. into patient charts.
• Exercises problem solving and conflict resolution skills when handling patient complaints; refers patient complaints to appropriate designated personnel as needed.
• Performs other duties as may be required.

QUALIFICATIONS

• Advanced computer knowledge and skills.
• Understands the importance of maintaining confidentiality; able to maintain confidentiality under HIPAA standards.
• Must have the ability to exercise a high degree of diplomacy and tact; excellent customer services and interpersonal communication skills; cultural sensitivity and demonstrated ability to work with diverse groups of people.
• Intermediate to advanced phone skills; able to effectively relate via the telephone and in-person to serve the needs of Hendersonville Pediatrics' patients/clients/visitors in a manner that is efficient and productive.
• Must be highly flexible; able to accommodate changing needs of the office.
• Well-developed verbal and written communication skills.
• Ability to work well under pressure with minimal supervision. Proven flexibility and willingness to handle a variety of tasks.
• Willingness to work evenings, weekends and/or holidays.
• Valid North Carolina Driver’s License, insurance, and ability to accept travel assignments between locations in Brevard and Hendersonville.

EDUCATION AND EXPERIENCE

• Graduation from high school or equivalent required.
• At least two years experience in comparable position and health care setting required.
• Previous experience with referrals and / or prior authorizations preferred.

Job Type: Full-time

Pay: $17.00 - $18.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Uniform allowance
• Vision insurance

Healthcare setting:

• Private practice

Medical specialties:

• Pediatrics

Schedule:

• Evening shift
• Holidays
• Monday to Friday
• Rotating weekends

COVID-19 considerations:
Staff and all visitors are required to wear masks inside the building.

Application Question(s):

• How soon would you be able to start if offered the position?

Experience:

• Medical office: 2 years (Preferred)
• Referral or prior authorization: 1 year (Preferred)

Work Location: One location

Salary : $17 - $18