Medical Office Specialist (U) (4962)

About the role

The person in this position performs functions related to the daily operation of the reception area for the Department of Surgery. The individual works in a variety of patient service reception areas, but also functions as a lead worker in the absence of the coordinator. The incumbent assists training staff, maintaining templates, and developing and implementing procedures. This position is ON SITE only.

Responsibilities

• Greets all patients and visitors in a courteous and friendly manner.
• Verifies demographic and insurance information making appropriate changes as needed in Centricity Business.
• Obtains pertinent signatures at time of check in.
• Registers new patients by entering demographic information and appropriate insurance code(s) into Centricity Business.
• Verifies guarantor responsibility and establishes special guarantors when appropriate.
• Arrives patients in Centricity Business, assembles encounter and other pertinent documents, and forwards to the appropriate provider station.
• Enters referral information per Centricity Business guidelines and then forwards authorization forms to medical records.
• Responsible for generating provider schedules from Centricity Business.
• Responsible for working alerts and insurance referral needs at minimum two days prior to appointment.
• Creates and maintains daily templates per provider.
• Creates, accesses and maintains session comments for provider templates.
• Proficiently schedules new and established patient appointments with provider according to urgency of individual needs based on prescribed guidelines by the Division.
• Assists with directions and other concerns pertaining to appointment.
• Responsible for verifying and/or updating patient demographics or collecting demographic information for new patients, along with current referring physician data.
• Informs patients of pertinent records and/or x-rays needed for appointment.
• Provides accurate directions when needed.
• Responsible for notifying patients by phone and/or written correspondence of clinic schedule changes.
• Accommodates patients not regularly scheduled to be seen upon arrival in clinic.
• Notifies appropriate nurse of patient to be added to their clinic schedule.
• Determines if patient is new or established by predetermined guidelines.
• Adds patient data to the schedule, assembles encounter and pertinent documents, and forwards to the appropriate provider station.
• Responsible for compiling and mailing new patient appointment brochures with information pertaining to facility location and provider.
• Responsible for accurate and timely distribution of filing for all new patient computer printouts for each resource.
• Coordinates translators/language interpreters for special needs patients during appointment scheduling.
• Coordinates transportation through First Transit for special needs patients.
• Maintains appointment status by entering no shows and cancelled appointments into Centricity Business.
• Forwards notification to nurse and Medical Office Coordinator of appointment status and possible chronic abuse related to the Patient Termination Policy.
• Composes and mails warning and termination letters according to patient termination policy.
• Responsible for the collection of copayments and payment at time of service.
• Accepts payment on account and prepays posting correctly in Centricity Business.
• Knowledge of balancing and exiting batches in Centricity Business for daily reconciliation and deposit.
• Responsible for visit insurance of accident/workers compensation related services by contacting the patient and/or insurance company.
• Obtains all necessary information including insurance carrier, address, telephone number, claim number and insurance adjuster.
• Enters data into Centricity Business as an alternate insurance allowing Patient Business Services to verify benefit status.
• Assists clinic and nursing staff with billing questions and concerns.
• Assists in training of personnel, monitors work completed and alerts Medical Office Coordinator of problems which occur.
• Suggests and aids in implementing efficient procedures in the reception and clinic area.
• Responsible for identifying duplicate accounts and forwarding pertinent information to the System Support Unit of proper adjustments.
• Monitors clinical waiting area which includes maintenance of reading materials, stocking of departmental news and brochures and cleaning toys.
• Responsible for maintaining inventory of equipment and/or supplies.
• Other duties as assigned.