Office Manager - Gastro Clinic Manager

JOB DESCRIPTION:

The Job description reflects the general details considered necessary to fulfill the essential job functions and shall not be construed as a detailed description of all work requirements inherent in this position. Other specific job-related knowledge and skills may be required.

The office manager is responsible for the department statistics, scheduling of patients, entering of charges into the system, maintaining charts, and special reports required by the department director.  The office manager supports pre-cert/authorization team member and contacts insurance companies for authorization and communicates to patients and therapists any limitations in their coverage for therapy services.  The office manager also answers phones, communicates with the billing department, and registers patients for therapy services.  The office manager is expected to help maintain the physical nature of the department.  They will also participate in community outreach programs such as health fairs, sports physicals, etc. as deemed necessary by the director of rehab services. May be requested to be member of QI team. Frequently accesses email to stay up to date on information within the organization and provides a way of communication between staff members. Frequently accesses email to stay up to date on information within the organization and provides a way of communication between staff members.

The patient services representative (PSR) is responsible for a variety of administrative functions and patient care activities in support of the clinic to include. Checking in/out-patients, collecting co-pays, verifying insurance, scheduling appointments, and assisting clinical staff to provide support for the efficient delivery of patient care.

1. Opening and closing the office
2. Ensure waiting area is always neat.
3. Answering phones and directing to appropriate department/staff
4. Create patient telephone encounters/actions/messages for other staff.
5. Scheduling appointments
6. Screen patients for possible contagious illnesses and providing direction if patient should be seen via telemedicine.
7. Scheduling referral appointments such as specialty care, diagnostic testing, PT, etc.
8. Entering patient demographics in to EMR
9. Verification of insurance eligibility and benefits
10. Obtain required forms (registration, health history, third party liability, NPP and consents)
11. Identify insurance coverages and distinguish between primary, secondary and tertiary.
12. Obtain case injury information for Workman’s Comp and MVA
13. Check patient in and out.
14. Contact patients that no show or cancel/reschedule report from confirmation calls.
15. Live confirmation calls for upcoming appointments.
16. Obtain and enter referral information.
17. Mark no shows in daily schedules.
18. Scan demographic documents into the patients’ chart in EMR.
19. Report daily on no shows and rescheduling trends
20. Open mail; distribute to appropriate individual/team.
21. Collect co-pays, TOS payments, pre-payments, and any outstanding balances.
22. Close out and balance cash drawer; complete bank deposit
23. Balance daily transactions
24. Run day end review and billing summary.
25. Work front end billing denials.
26. Obtain, log in/out, distribute to appropriate clinical staff, and follow up on outstanding incoming forms: disability, FMLA, handicapped permits, etc.
27. Read and comprehend patient billing to answer general questions.
28. General financial counseling: patient balances, payment options, setup payment plans
29. Prep daily schedules and identify outstanding balances for upcoming appointments.
30. Have ability to communicate effectively (both verbal and written) with physicians, patient, and other teammates.
31. Liaison between patient and clinical staff
32. Additional tasks as assigned by the management.
33. Frequently accesses email to stay up to date on new information within the organization and to provide a way to communicate between staff
34. Performs all procedures according to the established policies and procedures of OCH and adheres to legal compliance policies and other regulatory issues