Medical Office Specialist

About the role

This position is responsible for the support functions necessary to accomplish the department's objective, reporting to the clinic coordinator and director. These include, but are not limited to, functions under telephone support, patient accounting, clinical support, patient scheduling, registration, and patient discharge.

Responsibilities

• Support functions under telephone support, patient accounting, clinical support, patient scheduling, registration, and patient discharge
• Maintain the utmost level of confidentiality
• Travel to satellite locations may be required either by vehicle or plane
• Adhere to hospital policies and procedures, including flexing scheduled work hours
• May be required to float to other clinics as needed
• Demonstrate ethical business practices and personal actions that adhere to corporate compliance and integrity guidelines
• Adhere to and comply with customer service standards and dress code set forth by the hospital and the department
• Demonstrate thoroughness and dependability
• Demonstrate excellent organizational skills
• Must be detail oriented
• Must manage multiple tasks in a busy medical office environment
• Must communicate and work effectively with patients, family, and physicians
• Must be able to work as a team member effectively

Requirements

• Must be flexible to clinical operational hours
• Must have a valid driver's license
• Must be able to travel up to 4 times a week
• Close vision (clear vision at 20 inches or less)
• Distance vision (clear vision at 20 feet or more)
• Color vision (ability to identify and distinguish colors)
• Peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point)
• Depth perception (three-dimensional vision, ability to judge distances and spatial relationships)
• Ability to adjust focus (ability to adjust the eye to bring an object into sharp focus)

Specific Tasks

• 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
• Review schedule/pre-registrations to identify potential duplicate medical record numbers
• 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
• Identify co-payment agreements in preparation for collection at the time of service
• 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
• 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

Qualifications

High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

Certificates, Licenses, Registrations

Basic Life Support (BLS) is required within the first 90 days of hire.