Administrative Services Associate - Cardiac Electrophysiology

Responsibilities

• Greets, screens, schedules and directs patients in a prompt, positive, pleasant, and helpful manner at all times even in the most adverse circumstances.
• Retrieves and processes incoming medical records/images, ensure scanning and physician review is completed.
• Safeguards diagnostic testing and other evaluations are completed before visit if applicable.
• Aids attending physician with outpatient office hours including maintaining clinical schedule, closing necessary dates and moving patients if rescheduling is necessary. Traveling to clinic location if applicable.
• Schedules required procedures and OR/Lab for patients at provider’s direction.
• Covers all procedures that need to occur prior to scheduling surgery, including but not limited to the scheduling of ancillary tests, pre-operative testing, x-rays, scans, MRIs, labs, EKGs as necessary for completion of pre-operative packages.
• Ensures timely submission of pre-op cases, and ensures accuracy of information and correct forms completed and signed in advance of procedure.
• Processes medication refill requests, triaging to appropriate clinical staff.
• Covers all patient correspondence, including myPennMedicine messages.

Admin Duties

• Answers and screens all phone calls and patient inquiries.
• Takes appropriate messages/delegates to appropriate staff.
• Maintains multiple calendars, clinical schedules, surgery/procedure schedules, on call and office hours.
• Maintains physician Epic template.
• Attends and takes minutes in meetings when necessary.
• Schedules travel and lodging for physicians and completes submissions of expenses for travel and other professional expenses.
• Updates CVs in FEDs.
• Create/Edit and distribute letters per attending physician direction.
• Coordinates submission and approval of journal articles, and permissions as directed.
• Covers visits for visiting scholars.
• Covers visits and interview schedule for the recruitment of faculty.
• On Call Schedule Management with the ability to enter and make changes to the call schedule in appropriate system, Qgenda, etc.

Billing Duties

• Uses the correct CPT code for scheduling procedures/surgeries/admissions and links correct primary diagnosis.
• Ensures all operative reports and encounter forms are turned in for billing within the designated timeframes.
• Maintains comprehensive knowledge of reimbursement coverage from third party payers, managed care plans and protocols for referrals.
• Ensures all pre-registration items are completed to allow for timely and complete billing.

Credentials

• Education or Equivalent Experience: H.S. Diploma/GED and 2+ years medical office experience, or 2 years of customer service experience. Related clinical office experience required. Prior customer service or insurance verification experience in a healthcare setting preferred. A degree (Associate's, Bachelor's, Master's) may be considered in lieu of experience.