Office Assistant Hospital Outpatient Department (HOD)

Registration

Provide courteous, respectful, and helpful service to patients, visitors, staff, and physicians seeking information and/or treatment: office, phone, email communications. Responsible for the patient registration process (check in and check out) for a unit or department. Assist patients with forms obtaining all necessary insurance information and signatures as needed. Coordinate with Pre-Access to provide billing information necessary for pre-certification and billing. Monitor and follow-up on additional pre-authorizations for on-going patient services needed and communicate additional pre-certification needs to Pre-Access staff. May collect co-pay/co-insurance/deductible based on insurance plan(s). Specifically, answering phones, assisting patients with questions and problems, and accepting/relaying messages. Ensures compliance with federal, state, and local laws and regulations pertaining to patient privacy and confidentiality, i.e., HIPPA laws.

Customer Service & Problem Resolution

Resolve routine patient problems and complaints on a timely basis. Handles conflict with customers constructively and appropriately. Initiate further follow-up with appropriate staff member(s).

Scheduling

Schedule surgical/non-surgical procedures, tests, therapy, referrals, appointments, and services ensuring accuracy of data entered into scheduling system in a timely manner. Support patient scheduling systems in conjunction with clinical and medical staff and patient information. Communicate schedule updates, i.e., cancellations, changes, and delays to appropriate staff/patients/family members/visitors. Responsible for cancelling and rescheduling patients when necessary to ensure appropriate medical treatment and/or testing.

Medical Records

Prepare patient charts/records, reviews reports, formas and all correspondence in order to maintain legible and timely records regarding patient care. Maintains appropriate computer downtime procedures for clinical documentation. Coordinate scanning and storage of medical records.

Clerical

Utilize computer system to maintain reports, files, records, and correspondence. Prepares and types correspondence, memos, reports, minutes and letters. Position may require data entry into multiple databases.

Performs other duties as assigned. May perform Support Tech job duties as needed. Assist with maintaining par levels by preparing purchase orders and utilization of computer-based systems.

MINIMUM

DESIRABLE

Education, Credentials, Licenses:

High school graduate or GED

Secretarial related courses

Associate degree or certificate

Specialized Knowledge:

Medical terminology

Ability to type 40-80 wpm

Communication skills (verbal and written)

Maintain patient confidentiality

Organization and prioritization skills

PC proficient with Microsoft Excel; CPT and ICD coding

Kind and Length of Experience:

6 months related experience including: 1) computer software, 2) scheduling, 3) charting, 4) filing, 5) telephone etiquette, and customer service.

Experience with electronic medical records software, i.e., EPIC