Medical Office Specialist

Responsibilities

• Schedule patients for necessary procedures using the appropriate scheduling system.
• Gather pre-registration/pre-admission information.
• Reschedule patients upon patient/physician request.
• Document cancellations/no-shows in the appropriate scheduling system.
• Notify clinic or medical staff when appropriate.
• Document telephone encounters as appropriate to the clinic/department.
• Manage an appointment waiting list.
• Contact patients for appointment scheduling from a follow-up list.
• Call patients to confirm appointment times and offer pertinent information such as attendance requirements, education, directions, parking information, etc.
• Review schedule/pre-registrations to identify potential duplicate medical record numbers.
• Identify patients with multiple same-day visits to match demographic and insurance data for each pre-registration.
• Verify insurance eligibility and coverage for anticipated procedures.
• Obtain insurance authorization from referring physicians when necessary/appropriate.
• Obtain insurance authorizations from payors when necessary/appropriate.
• Maintain a correct balance of petty cash daily.
• Close recurring accounts when appropriate.
• Reconcile insurance card copies with completed registrations.
• Batch reminder letters for families and physicians, unit specific.
• Disseminate incoming office mail.
• Review schedules before the appointment date and assist in resolving scheduling conflicts.
• Prepare medical records before appointment (i.e., request medical records from the file room, prepare form packets, gather and attach necessary diagnostic reports, etc.), unit specific.
• Batch appointment cancellation/no-show letters to families and physicians, unit specific.
• Perform necessary follow-up scheduling at discharge.
• Reconcile medical records.
• Process physician orders and/or referrals.
• Mark no-shows and no-shows to reschedule in the appropriate scheduling system.

Requirements

• Must be flexible to clinical operational hours.
• Always maintains the utmost level of confidentiality.
• May be required to travel to satellite locations either by vehicle or plane.
• Adheres to hospital policies and procedures, including flexing scheduled work hours.
• May be required to float to other clinics as needed.
• Demonstrates ethical business practices and personal actions that adhere to corporate compliance and integrity guidelines.
• Adheres to and complies with customer service standards and dress code set forth by the hospital and the department.
• Demonstrates thoroughness and dependability.
• Demonstrates excellent organizational skills.
• Must be detail oriented.
• Must manage multiple tasks in a busy medical office environment.
• Communicate and work effectively with patients, family, and physicians.
• Work as a team member effectively.