Patient Services Representative/MA, Orthopedic and General Surgery Clinic

SUMMARY OF RESPONSIBILITIES

Under the direct supervision of the Director of Clinics and Clinics Manager, provides a variety of basic clinical, administrative and front and back office support for assigned Surgical Affiliates clinic operations. This position is responsible for prioritizing the office activities in order to meet schedules and deadlines and follows procedures and practices in a manner which is consistent with mission of the organization.

KEY RESPONSIBILITIES:

1. Maintain an efficient workflow and support overall clinic administrative processes and functions.

2. Communication

· Maintain effective oral and written communication skills by practicing active listening and responding appropriately to questions or written communications.

· Answer and process incoming calls in a courteous and professional manner.

· Receive calls and route information to appropriate personnel (including staff at other facilities).

· Forward phones to voicemail when appropriate.

· Forward phones to the Answering Service before leaving each day.

· Sort mail and get information to the appropriate personnel.

· Review all faxes and disseminates to appropriate place/person.

· Check clinic printers, fax machines and copiers to assure paper supply is adequate. Add paper as appropriate (especially Fridays).

· Prepare outgoing mail and place in appropriate location for pick up.

3. Clinic Scheduling

· Accurately schedule and reschedule clinic appointments.

· Make reminder call to all patients coming in the next day.

· Follow up on all patients that are “no shows” on daily appointment list. Reschedule or document pertinent information on the chart.

· If clinic needs to be cancelled for the day, call all patients with appointments for that day and reschedule.

· Ensure that all surgical patients are seen for a follow up appointment. If no appointment has been scheduled, call or complete a letter to send to the patient.

4. Chart creation, maintenance and filing

· Prep all charts for the following day’s appointments. Request any information that is not in chart (i.e. lab or imaging results).

· Ensure all charting requirements are completed for every patient.

· Print and post clinic appointment list. Notify provider of clinic time (if applicable).

· Prepare new patient information packet.

5. Clinic Management

· Greet patients as they come in.

· Provide new patients the new patient packet for completion.

· Process chart for pre-registration, room the patient and complete the necessary intake and document in clinic EHR.

· Make copies of any labs, imaging or prescription slips given to the patient. Scan a copy into the patient electronic chart.

· Make follow up appointments.

· Clean room and prepares for the next patient.

· Schedule surgeries.

· Obtain authorizations as required.

· Fax referrals.

· Prepare pre-op orders.

· Call in a prescription if requested.

· Apply/remove splints and casts ( Ortho program)

· Remove sutures and staples (following procedure protocol)

6. Office Upkeep

· Order supplies, stock and replenish as needed. In addition to removing and disposing of expired supplies.

· Make copies of forms as supplies run low.

· Assist in Friday cleanup.

· Ensure that counters are clean and manageable.

7. Billing

· Interact with and support the revenue cycle team as necessary to identify and capture program billing information.

8. Other duties

· Other duties will be required as is appropriate to the needs of the business and operations of Surgical Affiliates.

· Follow the position protocol and ensure accuracy.

9. Information Technology:

· Assist in ensuring data security compliance with HIPAA rules and regulations.

10. Provide excellent customer service to all staff, clients and/or outside vendors for administrative related inquiries and/or needs.

11. Maintain strict confidentiality of Surgical Affiliates’ business operations, proprietary, personnel and personal information on Surgical Affiliates’ practitioners as well as patient information.

12. Represent Surgical Affiliates professionally and display integrity and positive attitude with employees, potential candidates, vendors and hospital clients.

SKILLS AND ABILITIES:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position:

This position requires a background in clerical/receptionist experience, ability to use a PC with an equivalent combination of education and experience. Interpersonal skills are essential to successful integration into this role as well as an ability to manage the demanding workload of a busy program. Previous experience in a health care setting is extremely desirable.

Knowledge of:

· Office methods, procedures, supplies and equipment

· Effective and accurate oral and written communication skills

· Medical terminology

· Electronic Medical Records

· Organization skills

· Casting/ Splinting

Ability to:

· Organize work in an environment with multiple demands, changing priorities, and frequent interruptions.

· Maintain the confidentiality of highly sensitive business matters and correspondence.

· Maintain filing system.

· Schedules appointments.

· Interact with a variety of people in a courteous, tactful, and diplomatic manner displaying and demonstrating a positive caring attitude exemplifying the mission of Surgical Affiliates.

· Work well under stressful situations.

· Demonstrate proper telephone etiquette.

EDUCATION/EXPERIENCE:

· High School degree or equivalent is required. Advanced education is preferred.

· A minimum of two years’ experience in a health care setting is preferred along with medical terminology proficiency.

· One-year experience in casting under the direction of a physician or six months experience under the supervision of an ROT or completion of a certified orthopedic technology program is preferred, but not required.

ENVIRONMENTAL CONDITIONS:

· indoor office

· temperature controlled

· sealed window office

PHYSICAL DEMANDS:

· sitting: 60%

· standing: 30%

· walking: 10%

· lifting: occasionally up to 25 lbs.

· vision: required

· finger dexterity: required

· hearing: required

· driving: occasionally

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age, sexual orientation/gender identity and status as a protected veteran or individual with a disability or any other categories protected by applicable federal, state or local law.

Job Type: Full-time

Pay: $18.00 - $23.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Medical Specialty:

• Medical-Surgical
• Orthopedics
• Surgery

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• EMR systems: 2 years (Required)
• Medical office: 2 years (Required)
• Orthopedics: 1 year (Preferred)

Work Location: In person

Salary : $18 - $23