Medical Office Admin Asst

Summary of Position: 

Provides confidential, professional support to the Administrative Office, including the Leadership Team, under the direction of the Director, Administrative Services.  Uses independent judgment and initiative to complete a variety of tasks, including ensuring all activity dealing with correspondence has been documented. 

Job Responsibilities:

• Assures confidentiality and discretion in all contacts with internal staff and external constituents, utilizing a high degree of professionalism, good judgment and diplomacy
• Responsible for daily mail pick up (post office and building mailbox),  mail sort, opening and distribution, following internal policies & controls
• Responsible for reviewing, researching and updating all “bad addresses” in returned mail
• Responsible for miscellaneous mail processing (i.e. data entry notes in MI; sending insurance updates to Revenue Cycle Systems Coordinator for processing)
• Serves visitors by greeting, welcoming and directing them appropriately
• Directs visitors by maintaining employee and department directories
• Handles and routes incoming calls and assists accordingly providing excellent customer service, to include taking payments if needed
• Date stamps, scans, create date batches & assign batch numbers for all correspondence from all sources (mail, fax and STRIC corr)
• Classify correspondence and create daily files and upload to AODocs and assign to Correspondence Clerk, ensuring separation of what needs to be distributed to other departments (ie audits and time sensitive documents)
• Determine if correspondence needs to be tagged for further investigation, selecting only approved message codes from procedures
• Merge Account Que – All the departments send requests for duplicate accounts to be merged.
• Orders Q – Missing Insurance information to reprocess claims
• Acts as backup (absences & PTO)  for processing claims correspondence

• Accepts assignments to many unique, routine and/or special requests.  Projects may be requested by members of the leadership team, with final approval by Director or CEO.
• Maintain strict confidentiality of patient protected information
• Responsible for coordination of document shredding schedule/pickup
• Acts as point of contact for certified mail/deliveries requiring signature, to include subpoenas (must adhere to internal policies regarding steps/processes/appropriate notifications to include keeping a log of all received special deliveries)
• Responsible for daily open & close of reception area, as well as ensuring tidiness
• Responsible for processing of archived documents for shredding, as directed and within internal policies
• Responsible for daily “office rounds” to ensure copiers have paper, shredders are emptied/have bags, breakroom supplies are stocked (including paper towel dispenser).
• Responsible for weekly “check” of storage area and mail/supply room to ensure tidiness
• Prep refund checks, to include stuffing envelopes to be mailed (no less than twice per week)
• Will perform daily courier duties, to include daily post office rounds and ad hoc delivery requests (legal documents, supply runs, holiday deliveries, FedEx drop offs).
• Responsible for inventory, ordering, distribution of office supplies, to include delivering cases of paper to office copiers.
• Responsible for daily posting, supply ordering and requesting maintenance of postage meter.  Will work collaboratively with accounting on postage meter needs.
• Responsible for ordering, picking up break room/employee/physician supplies
• Responsible for review and distribution of incoming documents via E Faxes – Exec, CSR & Payment Processing
• Responsible for set up and breakdown for holiday/office celebrations (table/chairs set up)
• Performs other duties as required/assigned, as directed by Director and/or CEO

Supervisory Responsibilities:  None

Experience / Skill Requirements:

• Must have demonstrated ability to manage multiple projects simultaneously, positively handle contacts with the public, effectively coordinate and maintain workflow systems that accommodate rapidly changing priorities
• Must be adept at using software for word processing, spreadsheets, graphics, etc. (ex.: MS Outlook, Word, PowerPoint, Excel, and Visio)
• Must be adept at using medical billing software & varied practice management systems (PMS)
• Must be adept and reading/understanding Explanation of Benefits (EOB) forms and claims
• Minimum of three years of experience working in a medical billing environment
• Must be resourceful with various software and hardware technology to maintain office needs and resolve basic operation issues within the Administrative office
• Excellent written, verbal, presentation and interpersonal skills
• Able to work in a fast-paced collaborative but collegiate environment while maintaining duties 
• Exceptional Customer Service
• Problem solving and decision making

Education:  High School Diploma or GED

Attendance / Work Schedule:

Maintaining and satisfying minimum attendance requirements is an essential function of this position, including working all full-time regular hours as established for this position and scheduled or emergency overtime. Full-time regular hours are defined as Monday through Friday, with after-hours or weekends as required. All employees in this job classification are required to satisfy this requirement. This job classification does not include "light duty" work or allow unpredictable or unrestricted absences.