Medical Office Assistant

As the only independent and physician-led faculty practice plan of the University of Tennessee Health Science Center, University Clinical Health (UCH) offers best-in-class clinical care through a network of 175+ providers across 19 specialties to meet the healthcare needs of the Mid-South community. UCH is a not-for-profit, non-tax-supported group practice dedicated to serving the community while providing medical excellence to our patients.

About the role

The Medical Office Assistant (MOA) performs a combination of administrative and clinical tasks within the clinic to assist providers. The MOA supports doctors and patients through various tasks related to patient care management, organization, and communication.

Responsibilities

• Travel Requirements:
  • Travel to Nephrology satellite clinic locations up to 12 days per month to provide front office coverage and support as needed.
  • Demonstrate flexibility to adjust work location based on operational and staffing needs.
  • Ensure continuity of patient registration, scheduling, check-in/check-out, and other front office operations while assigned to satellite clinics.
• Check-in process: Effectively check in patients by greeting, verifying benefit coverage, verifying and entering referrals, updating demographic information, collecting and posting co-pay and self-pay balances, updating pharmacy provider, and obtaining complete medical history and HIPAA forms.
• Patient scheduling process: Schedule patients via incoming calls and from reminder lists.
• Referrals:
  • Schedule new patient appointments from incoming referrals received via fax, electronic health record (Epic), or other referral sources.
  • Review incoming referrals to ensure all required demographic information, insurance information, laboratory results, and provider documentation have been received prior to scheduling.
  • Coordinate with referring providers' offices to schedule new patient appointments or obtain any required records necessary for scheduling.
• Chart preparation: Monitor provider schedules to ensure charts are prepared in advance and providers have the information needed for efficient patient care.
• Medical records process: Accurately create and maintain charts in electronic formats, scan, and index electronic records.
• Charge entry process: Accurately complete charges for sales items and resolve registration and charge entry edits.
• Payment posting: Accurately complete the payment posting process using the Epic system.
• Office Administration:
  • Accurately generate no-show and missed appointment letters, dictation.
  • Sort and distribute mail and faxes.
  • Source translation services.
• Patient satisfaction: Exhibit excellent customer service skills by greeting and welcoming each patient and visitor.
• Check-out process: Effectively check out patients by scheduling return appointments and procedures, collecting deposits, posting co-pay and self-pay balances, coding accurately, and completing encounter forms.
• Telephone support: Answer, screen, and direct incoming calls; answer basic patient-related questions and/or problems.
• Billing and HIPAA regulatory compliance: Comply with the letter and spirit of billing and HIPAA regulations.
• Perform other duties as assigned to support clinic operations.

Requirements

• High School diploma or equivalent (Required).
• 1–2 years of work experience in a medical office setting (Required).

Skills

• Effective interpersonal and communication skills.
• Excellent telephone etiquette.
• Ability to prioritize and multi-task.
• Exceptional attention to detail.
• Ability to maintain confidentiality.
• Committed to supporting UCH’s standard of medical excellence.
• Knowledge of medical terminology (preferred).
• Skills using medical billing systems.
• Typing skills of 25 words per minute with 90% accuracy.
• Ability to meet patient and physician expectations.
• Ability to prioritize a high volume of incoming referrals while maintaining scheduling accuracy.
• Strong organizational and time management skills to prepare patient charts in advance of clinic.
• Ability to work independently at multiple clinic locations with minimal supervision.
• Must have reliable transportation and the ability to travel between clinic locations as scheduled.