OFFICE SPECIALIST

SUMMARY
Greets, and provides assistance to all patients incoming and outgoing. Pleasantly receives all phone calls within three rings and refers to the appropriate person. Maintains order and control in the reception area at all times. Performs all clerical functions in a physician’s office as directed.

JOB DUTIES

Communicates with all staff members regarding the status of patients.

Communicates in an appropriate and positive manner.

Greet patients with a friendly attitude and assist patients at the check in and/or check out window.

Schedule appointments and document in EMR system.

Schedules referrals for patients as appropriate and if applicable.

Obtain authorizations as needed and if applicable.

Maintains front office workspace and waiting areas and ensures cleanliness.

Maintains medical information, filing and or scanning.

Verifies insurance information and or checks eligibility thru EMR system, enters patient demographics, obtaining co-payments and self-payment amounts and past due balances at the time of service. Document patient payment reasons. Scans or copies patient identification and insurance information.

Balances daily and sends deposits to bank timely and maintaining petty cash.

Promptly and pleasantly receives telephone calls within three rings and documents accurately, refers to appropriate source, triage calls or schedule appointments if calls demand. Responds to telephone calls and messages from patients, insurance companies, and staff courteously and promptly with an emphasis on effective resolution.

Cash must be balanced daily to encounters and deposit completed and sent to appropriate sources.

Picking up and distributing mail.

Prepares patient charts assuring all required forms are present in the chart.

Record request must be copied and sent in a timely manner.

General knowledge of insurance coverage including but not limited to Medicaid, Blue Shield and Commercial Insurances.

Ordering office supplies if applicable.

Calling, messaging providers and/or sending prescriptions as directed by provider.

Use of Meditech, Medisoft and Medisoft Clinical EMR or other EMR system. Knowledge of Microsoft Word.

Follows appropriate chain of command for reporting issues such as grievances, patient complaints and staff issues.

Answers Physician Referral Line calls promptly/pleasantly and provide correct information, as well as maintains referral line, is applicable.

Any necessary monthly reports completed timely to the manager.

Assists with patient satisfaction surveys.

Keeps abreast of current issues i.e. memos, notices and other communications.

Offers assistance to other staff when able.

Projects a positive image of medical practice.

Performs other duties as assigned.

MINIMUM EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
Must be a high school graduate.
Additional medical training preferred in Medical Terminology.