Medical Office Assistant III

General Summary of Position

Department : Otolaryngology

Status : Full-time, 40-hours per week

Schedule : Monday-Friday, 8 : 00am-4 : 30pm

This is the second job in a series of two that perform clerical / secretarial / administrative office support functions in a medical setting / office at WHC. May be a secretary for one or more physicians, medical, or professional staff.

Primary Duties and Responsibilities

• Receives and screens telephone calls and visitors to the office. Determines the need(s) of the caller / visitor and addresses them accordingly, providing information per department / Hospital policy. Refers inquires of a technical nature to an appropriate staff member. May make call for physicians and / or staff including calling in refill prescriptions (with authorization / approval) to a pharmacy. Takes and forwards messages.
• Schedules appointments for patients including coordinating appointments with other medical offices and for tests, including pre-admissions testing. Confirms appointments. May give instructions to patient, explain an upcoming procedure / test, and / or answer questions. Maintains calendar(s) for a physician, staff, and / or department / clinic including patient appointments, surgeries, meetings, etc. Collects needed information (including patient charts prior to appointment / meeting and may brief attendees. Makes travel arrangements and prepares expense reports as required.
• Completes preliminary registration for new patients and updates information on existing patients (inpatients and / or outpatients) in the Hospital's or department's scheduling system. Obtains necessary demographic and insurance information, referrals, pre-certifications, signatures, copies, etc. May make / create patient chart or request existing one from Medical Records. Verifies all information. May make referrals when patient has no insurance or means to pay for services.
• Enters physician charges into billing system(s). Reviews codes to ensure proper billing. Corrects errors or returns forms to medical staff for completion / correction. Responds to questions regarding bills from patients, referring physicians, office staff, insurance companies, and the Hospital's Patient Financial Services Department. May accept co-payments and make deposits.
• Transcribes dictation including patient narrative and / or discharge summaries, general correspondence, and memoranda. Types letters, correspondence, memoranda, grants, proposals, statistical and budget reports from dictation, rough drafts, and / or verbal instructions. Prepares and edits manuscripts, articles, and abstracts for presentation and / or publication. Composes correspondence for signature based on accepted departmental norms. May compose and send correspondence under own signature as appropriate.
• Establishes and maintains a variety of files, records, logs, charts, etc. including departmental files. Retrieves files, records, charts, and / or the information therein as necessary including personnel information / time sheets,. Performs basic data collection and tabulation creating summaries and reports. Prepares and distributes monthly on-call schedules to attendings, residents, and appropriate departments Records continuing medical education activities of department personnel. Maintains financial records such as budget / fiscal reports ensuring that budgetary guidelines are maintained. Prepares vouchers.
• Makes arrangements for meetings / conferences / departmental events, including, but not limited to : inviting guests / speakers and making their travel arrangements; agenda preparation; creation of handouts; determining lodging, meeting and meal arrangements for attendees; organizing registration; and arranging for certificates and honoraria; etc.
• Maintains and orders supplies for personnel / department as needed or requested. Audits bills and ensures prompt payment.
• Receives, opens, and date stamps incoming mail. Reviews, sorts, and directs mail to the appropriate person in accordance with departmental policy.
• Orients new employees, including residents, to Hospital procedures, schedules and requirements.

Minimum Qualifications

Education

Experience

Knowledge, Skills, and Abilities

This position has a hiring range of $26.083 - $39.372

Salary : $26,083 - $39,372