Office Assistant I, Heywood Medical Group, Summit Family Practice, Per Diem

Organizational Expectations

Behavioral Attributes:

The following behavioral attributes are required: achievement motivation, concern for order, flexibility, initiative, self-confidence, customer service oriented, interpersonal effectiveness, teamwork, analytical thinking and information seeking.

Essential Functions

• Conducts interactions with everyone in a friendly, courteous and respectful manner.
• Goes out of his/her way to offer assistance to others. If he/she cannot offer assistance, then finds someone who can.
• Advocates to ensure privacy and confidentiality while helping others to maintain awareness.
• Maintains a clean and safe practice and hospital.
• Responds appropriately and immediately in emergency situations.
• Maintains a safe and healthy environment for patients, visitors, and/or staff to provide the highest level of physical comfort, and minimize risk and injury.
• Ensures compliance with regulations to maintain accreditation and licensure.
• Complies with the Heywood Healthcare Attendance and Tardiness Policy.
• Completed all Heywood Healthcare and Department Specific Mandatory requirements in the prior calendar year.
• Reports Incidents in a timely and effective manner.
• All employees with direct patient contact are responsible for actively engaging in the practice of, monitoring and enforcing compliance to hand hygiene.
• Answers telephones, schedules in office appointments, takes messages accurately and routes appropriately
• Completes tasks associated with clinical inbox/ practice buckets (personal, practice referral, medical record and others assigned) proficiently and in a timely manner
• Arrives patients, verifies all required fields for most current, up to date patient information. Has patient complete appropriate forms, accurately documents information provided by patients in EMR and completes check-in.
• Departs patient from office, provides any necessary patient information and schedules appointments in office and outpatient appointments as needed
• Collects copays/payments, maintains records and reconciles daily deposits.
• Verifies insurance coverage and eligibility and negates issues prior to patient visit whenever possible
• Performs a variety of clerical functions to support office such as typing, filing, scheduling appointments, making phone calls and related duties as required or directed.
• Process incoming faxes and daily mail including barcoding and document processing within EMR.
• Issues and verifies patients managed care referrals.
• Obtains necessary prior- authorizations for ordered procedures and diagnostic studies as required or directed.
• Schedules and coordinates patient visits and medical procedures, for both inpatients and outpatients.
• Registers patients utilizing computer based registration/scheduling system
• Maintains assigned office and/or clinical supplies. Assures accurate inventory of supplies based on approved levels. Rotates stock as required. Initiates requisitions for re-supply or special items.
• Completes tasks associated with workflow dashboard (Appointments to be rescheduled, appointment tickers, no shows and others assigned) proficiently and in a timely manner
• Processes Medical Records incoming and outgoing according to practice guidelines and regulation
• Maintains records, reports, logs and other statistical information as required or directed.
• Complies with established departmental policies, procedures, and objectives
• Attends variety of meetings, conferences, training and seminars as required or directed.
• Demonstrates use of quality improvement in daily operations
• Respects diverse views and approaches, and contributes in maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.
• Provide coverage when needed at other locations within Heywood Medical Group.
• Provide coverage when needed at other locations within Heywood Medical Group.
• Participates in Quality measures tracking and reporting.
• Completes yearly AME (Annual Mandatory Education).
• Completes and maintains the HEART program concepts.
• All other duties and locations as assigned.

Statement of Other Duties

This document describes the major duties and responsibilities for this job, and is not intended to be a complete list of all tasks and functions. It should be understood, therefore, that employees may be asked to perform job-related duties beyond those explicitly described.

Job Requirements

Minimum Education

• High School diploma or equivalent required

Minimum Work Experience

• One (1) year of experience in a medical office preferred

Required Skills

• Excellent written and verbal communication skills
• Excellent customer service skills
• Ability to prioritize tasks in a busy environment
• General comfort level with computers/technology and ability to learn programs as needed.
• Knowledge of Electronic Medical Records preferred and word processing skills.
• Preferred knowledge of medical terminology
• Must be able to work flexible shifts, some evenings & weekends may be required.
• Reliable transportation in order to travel between locations is also required

Functional Demands

Physical Requirements

Exerts up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Frequently reaches (extending hands and arms in any direction), and handles (seizing, holding, grasping, turning, or working with hands).