Medical Secretary, Comprehensive Epilepsy

About the role

We have an exciting opportunity to join our team as a Medical Secretary, Comprehensive Epilepsy. In this role, the successful candidate will provide basic support services for Medical Office intake operations, assist with post-visit inter-departmental scheduling for patient visits, treatments, and procedures, and obtain pre-authorizations/certifications for treatments and diagnostic procedures as appropriate. May provide assistance to less senior staff and cover the front-desk as needed.

Responsibilities

• Performs other related duties as needed by providers and supervisors.
• Provides reception assistance (e.g., greet patients, answer calls, direct requests for assistance to the proper individual).
• Screens telephone callers in a pleasant and professional manner; handles calls, takes messages, or directs callers to the appropriate person or area.
• Schedules routine appointments and follow-ups for visits and procedures that do not require or have already been pre-authorized; prepares the daily schedule.
• Refers all inquiries regarding pre-authorizations/certifications to the Medical Secretary.
• Responsible for patient check-in and check-out; gathers patient demographic data and materials; obtains and verifies insurance information; takes patient photos; asks patients to use Patient Secure; verifies and updates demographic information on subsequent visits.
• Collects and asks patients to sign patient-related documents including HIPAA, MSPQ, ABN, etc.; follows up with patients, representatives, or physician offices to gather missing data and materials to complete the intake process or refers to more senior-level staff.
• Scans all necessary documents (insurance cards, lab requisitions, etc.) into the intake system.
• Monitors intake work queue for timely intake completion.
• Refers patients who have questions regarding insurance coverage or financial matters to the Business Office Associate based on established criteria.
• Maintains cooperative and professional relationships with physicians, nurses, office and clinical staff.
• Types routine materials such as forms, letters, and envelopes neatly, accurately, and according to instructions; writes materials clearly and legibly.
• Answers patient questions to ensure understanding and patient satisfaction or refers them to more senior-level staff; maintains confidentiality on privileged matters.
• Maintains and receives files for the area in an organized and up-to-date manner; completes filing in accordance with departmental procedures; sorts, distributes, and logs incoming and outgoing documents; faxes documents as per departmental procedures.
• Maintains supplies and cleanliness of the workspace; restocks supplies as needed and notifies supervisor of shortages.
• May assist, provide guidance, and/or train less senior staff with completing intake-related duties.
• Prepares simple, routine memoranda, letters, labels, manuscripts, correspondence, and other documents as needed; reviews work for accuracy and completeness.
• Maintains routine calendar, assists in preparing for conferences, and related duties.
• Maintains workload statistics and other data for departmental records; records statistics at established intervals.
• Primarily responsible for taking patient phone calls and scheduling over the phone; greets and screens telephone calls professionally; schedules appointments for visits, procedures, and follow-ups; collects patient demographic data; electronically verifies insurance eligibility; coordinates pre-authorizations; takes medical history; assigns appointments to physicians based on procedure and insurance coverage.
• Refers surgical and infusion scheduling to Senior Medical Secretary.
• Post-patient appointment, coordinates inter-departmental scheduling for specialist visits, scans, and procedures in accordance with insurance coverage and physician directives; collaborates with other areas of the Medical Center and insurance providers to obtain pre-authorizations/certifications for treatments and diagnostic procedures; ensures patient eligibility at the time of appointment.
• Responsible for pre-authorizations and certifications with the exception of surgical procedures; ensures appropriate procedure and diagnosis coding is utilized in the pre-certification and verification process; questions physicians as appropriate to ensure accuracy and completeness of information.

Minimum Qualifications

• High School diploma.
• One year of relevant medical clerical experience, including prior physician practice experience and knowledge of medical terminology.
• Background in computer literacy preferred.
• Light, accurate keyboarding skills required.
• Excellent organizational, interpersonal, and communication skills required.

Preferred Qualifications

• Knowledge of computer-based scheduling and appointment programs.
• Excellent telephone skills.
• Ability to effectively communicate with all levels of the organization.