Office Assistant IPG - Family Medicine Residency At Mahoning Medical Center - Part time/ Full Time

Family Medicine Residency Program seeking an enthusiastic, flexible, and innovative clerical coordinator for outpatient office where new physicians will be training in rural family medicine. Promotes a professional practice image by the efficient performance of a variety of business and clerical related tasks designed to facilitate the smooth flow of patients and work throughout the organization. Receives and registers patients in a prompt and courteous manner. Manages the telephone, schedules appointments, collects payments, processes forms and verify/updates demographic and insurance information.

Promotes a professional practice and integrity. Employee has sufficient knowledge in HIPAA and patient confidentiality within the function of dealing with medical records; Works diligently to keep records updated, organized, and accessible.

Job Responsibilities:

Cheerfully greets and registers incoming patients and visitors in a prompt and pleasant manner, determines their needs and responds accordingly.

Work cooperatively with the office medical team including employees and learners.

Answer telephone promptly, Screens, triages, and directs incoming calls and messages to the appropriate party, answers patient inquiries either in person or on the telephone within the limits of his/her knowledge and medical practice polices.

Efficiently handle phone, calls, messages, clerical duties, and patient check in and check out.

Schedules and manages appointments. Routinely updates patient information: change of address, phone numbers, insurance or person to notify. Retrieves, reviews for correctness and processes patient registration forms.

Collects, scans and updates personal and financial information (insurance cards, driver’s license, etc.) obtained from patients. Registration to include patient’s preferred pharmacy, race, ethnic background and preferred communication. 

Verifies medical insurance eligibility on each patient prior to or upon check in.

Collects co-pays, payments from patients and provides receipt to every patient; maintains payment log, balances at end of day, correctly enters credit card payments, and prepares deposit slip daily.

Maintains copays, petty cash logs and receipts.

Reviews charges on encounter form for accuracy and correctly enters into computer system.

Retrieves messages from answering service/machine/voicemail each morning, right after lunch and throughout the workday.

Answers telephone and directs incoming calls to the appropriate party (e.g. physician, clinical or support staff) via message center. Works Cerner message center pools and completes messages as applicable.

Schedules patient appointments according to provider protocol. 

Monitors patient reminder system daily to include cancellations, reschedules and no-show appointments. Follows-up on appointment cancelations and reschedules as appropriate.

Manages the office schedule and any cancellations, adeptly filling open slots with patients throughout the day.

Documents pertinent information given or received in patient’s medical record.

Maintains all patient information using the electronic health record to include but not limited to orders, scanning, tasking, and prescription refill requests.

Familiarity and compliance with HIPPA and confidentiality standards when dealing with medical records.

Obtain outside records as requested by physicians.

Forwards medical record requests to the Health Information Management Department (HIM) in a timely fashion in accordance with organizational policy. 

Show an appreciation for medical records and protect their integrity.

Accepts and signs for mail parcels and other deliveries according to office policy.

Practices sterile techniques and universal precautions when accepting specimens from patients over the counter.

Have a working knowledge of basic computer software, and basic hardware (scanner).

Routinely retrieves faxes from the fax machine. 

Proficient in Microsoft Office Suite.

Provides lead or manager with a list of clerical supplies as needed.

Maintains an orderly, neat and clean front desk area and waiting room.

Ability to work independently, and be self sufficient.

Assists with quality measures.

Travels to other IPG offices when needed to cover front office when requested.

Performs other tasks as requested.

Qualifications  

Experience and Education. 2 years of medical office or customer service experience preferred. High school graduate or equivalent required. Completion of a recognized medical secretarial program preferred.

Knowledge Of: Medical practice, clerical equipment, operations and processes; must have basic understanding of medical terms and abbreviations; usage of computer systems; various medical forms, reports and processing methods; individuals working in front office must have a clear understanding of the confidentiality laws that govern the patient/physician relationship.

Ability To: Make a great first impression and sustain it, answer multilane telephones, operate automated systems, computers and fax machines, uphold ICARE core values with every patient, every time; exhibit strong interpersonal skills, maintain cooperative relationships with staff members, patients, physicians and management; communicate clearly and concisely, exercise critical-thinking skills, maintain organized and accurate records, exercise team coordination skills, serve as patient advocate and maintain professional appearance by adhering to dress code policy.