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Admin Asst-Clinic PRN - Full-time / Part-time
•30 days ago
| Hours | Full-time, Part-time |
|---|---|
| Location | Wytheville, VA Wytheville, Virginia |
About this job
* Position Summary:
Perform clinic clerical tasks such as typing and filing. Relieve staff members of clerical work and minor administrative and business details by scheduling appointments, giving information to callers, filing correspondence and other records, and other assigned clerical duties. Provide clerical, secretarial and receptionist support for the clinic, independently and with minimal supervision. Perform other diverse duties as requested or required. Under the general and direct supervision of the Front Office Coordinator and the Director of Primary Care Clinics.
* Essential Job Functions/ Duties
A. SCHEDULING PROCEDURE
1. Always be calm and friendly---patient control can be a trying experience. If you feel you are losing control, contact the Front Office Coordinator or Director.
2. Never leave the reception area unattended.
3. Greet patients warmly---"Good morning/afternoon, how are you?" Try to vary your words from patient to patient.
4. Explain the approximate waiting time to see the provider if requested by patient.
5. Make and check off appointments as directed by provider guidelines. Cancel and reschedule appointments as necessary. Call patients to remind of appointments.
6. Within limits of medical practice policy, give routine instructions in preparation for patient's visit to the office.
7. Greet patients, determine their needs and direct them accordingly.
8. Respect and understand the patient's right to treatment and right to involvement in treatment decisions.
9. Maintain a patient treatment schedule consistent with the needs of the clinic. Schedule, receive and direct patients and visitors to the appropriate areas or clinic personnel, regardless of race, creed, age (e.g., infants, children, adolescents, adults, geriatrics, elderly, ages 0--120 years), gender or disability without bias or prejudice. Practice ethical responsibility based on the cultural, ethnic and religious beliefs of the patients' served and applicable law.
10. Answer billing calls helping the patient as accurately and completely as possible.
B. Maintain responsibility for general secretarial support functions to ensure efficient
utilization of time
.
C. Operate cord or cordless switchboard to relay incoming, outgoing, and interoffice calls.
D. Screen and refer incoming phone calls and clinic visitors to ensure that accurate and timely communication is facilitated and that the clinic is presented in a positive manner.
1. Answer the telephone: "Wythe Physician Practices _____________, this is ________."
2. Always be extremely courteous and helpful.
3. Requests to speak to the director, nurse or provider directly will be granted unless you have been informed otherwise. Please ask who is calling.
4. Requests to speak to an employee on duty will be allowed only at an absolute minimum, unless there is an emergency.
5. Information requested about the length of our waiting time will be answered as honestly as possible.
6. When giving information, work within the limits of knowledge and medical practice policies.
7. Answer telephone in a courteous, helpful manner.
E. Coordinate clinic correspondence to facilitate on-going communications and efficient clinic operations.
1. Research medical records and financial records to determine if patient has been to the office before.
2. Make sure superbills are filled out and ready before the day begins or as efficiently as possible.
3. Make copies of the day's schedule, post it, and update it throughout the day as needed.
4. Look up insurance status on established patients in the computer, if not in the patient's medical record.
5. Give new patients information sheets to complete. Review form for completeness and accuracy, with special emphasis on insurance coverage information.
6. Collect fees and co-payments when the patient checks-out at the front desk. Double check collection of co-payments, payments on balances. Note payment amount and type on the superbill.
7. Input patient demographic information into the computer. The minimum amount of information that should be entered is the name, account number and address.
8. Update established patient information sheet at least semi-annually or, when directed, on established patients and enter updated information into the computer.
9. Prepare the medical record file folder for new patients.
10. If authorization is needed for next visit, fill out the respective insurance forms.
11. Fill out appointment cards for patient recall when required by the provider(s).
12. Maintain confidentiality of all current and former patients/charts as required by clinic policy and governing laws.
13. Accurately complete charge capture utilizing chart documentation using current CPT, ICD10 and HSCPS resources
14. Address and correct any claim errors identified / assigned by CBO billing staff
15. Follow best practices as outlined in the Revenue Cycle Guidelines, published by the HSC.
16. Sort incoming mail and stamp outgoing mail and transport to the mailbox
17. Pull charts for labs and hospital mail.
F. Direct work flow to staff, as permitted, allowing them to successfully execute their responsibilities; confer with the person(s) most closely associated with the management of the patient and keep them informed of any additional patient needs.
G. Demonstrate regard for the dignity and respect of all patients, family members, staff, visitors and clinic personnel, as defined in the clinic Policy and Procedures Manual. Respect and understand the patient's right to treatment and right to involvement in treatment decisions.
H. Maintain proper attendance and punctuality to ensure that the clinic is operated in an efficient and cost-effective manner.
I. Perform housekeeping duties of assigned area by routine and periodic cleaning, and maintain order and cleanliness throughout the clinic.
J. Attend clinic staff meetings as required.
K. Be expected to utilize spare time in work-related activities that contribute to the clinic's needs.
L. Be expected to coordinate efforts to effectively work with others in a manner that is productive.
M. Be depended on to modify work schedule as required by clinic and according to policy.
N. Interact with fellow employees in a way that promotes a harmonious and cooperative working environment.
O. Acquire the skills/functions to perform the job in an acceptable manner within three months.
* Behavioral Requirements
* Must possess excellent interpersonal skills, a positive attitude, willingness to learn, ability to speak clearly, communicate instructions in both oral and written forms.
* Demonstrate the ability to work with patients, families, physicians, mid-level providers, peers, and administrative staff in a tactful and professional manner.
* All employees are required to deliver quality care by providing excellent customer service and participate within a team centered approach toward patient care.
* Must maintain a positive impression of the Wythe Market Physician Services at all times.
* Technical Requirements
* Demonstrate knowledge of ICD-9, ICD-10, CPT codes, insurance benefits and healthcare backgrounds.
* Must display proficiency in EMR, order entry and other clinic and hospital systems.
* Significant working knowledge of computers, telephones, copy and fax machines.
A. Must have coordination of sight and body movements in various applications of secretary/receptionist procedures and ability to handle the tools and equipment of the profession; including but not limited to word processor, computer, calculator, adding machine, FAX machine, telephone, addressing and mailing machine, etc.
B. Must have sufficient arm and hand movement with dexterity of finger and wrist to type at the speed of 35 words per minute with 98 percent accuracy with a word processor, computer or typewriter.
C. ECW and Meditech experience preferred
D. Must display proficiency in EMR, order entry and other clinic and hospital systems.
E. Must adhere to policies, procedures and regulations as outlined in the clinic Policy and Procedure Manual. Must posses a high degree of accuracy for the performance of job-related tasks and functions.
* Degree of Supervision Required:
Must be able to work independently with minimal supervision. Must be able to prioritize and organize work areas.
V. Ages of Patients Served:
This position requires knowledge of growth and development needs of patients and families. Personnel in this position must recognize and respond to the behaviors of patients and families in each age category.
13 -- 18 Years
Adolescent
19 -- 64 Years
Adult
65 Years
Geriatric
VI. Working Conditions: Clinical Departments and Common Areas. Potential hazards include:
ExposureTo
None
Some
Frequent
Very
Frequent
Exposure
To
None
Some
Frequent
Very
Frequent
toxic/caustic
chemicals
X
blood or body fluids
X
extreme conditions, hot or cold
X
communicable diseases
X
dust/fumes/ gases/odors (including asbestos)
X
unprotected heights
X
moving mechanical parts
X
CRT (computer) monitor
X
potential electrical shock
X
frequent, repetitive motions
X
x-ray electro-magnetic energy
X
Abuse or combative patient
X
high pitched noises
X
Other (as listed)
needles or other sharp objects
X
VII. Functional Requirements:
A. The employee must be able to perform medium to heavy work which may involve:
None
Some
Frequent
Very Frequent
Frequent lifting of 20 pounds or more.
X
Pushing/pulling carts, vacuum cleaners, buffers, mops, beds, furniture.
X
Working in wet/slippery conditions
X
Ascending or descending stairs using feet and legs.
X
Moving beds, cribs and other furniture.
X
Frequent stooping and/or bending in a position to assist in performance of routine duties.
X
Frequent kneeling or crouching to perform routine duties.
X
Frequent reaching with arms and grasping, holding, and picking objects with hands.
X
B. The employee must be able to express or exchange ideas by means of verbal communications, and be able to perceive sounds by the ear.
C. The employee must be knowledgeable of infection control standards, isolation room techniques and policy and procedure
X
* Personal Protective Equipment: This position does not require the use of personal protective equipment.
* Responsibility for Confidential Data: It is the policy of the Wythe Physician Practices Organization to ensure that the operations, activities, and affairs of our facilities and our clients are kept confidential to the greatest possible extent. Information about a patient's condition care, treatment, personal affairs, or records is confidential and may not be discussed with anyone (except those responsible for patient care and treatment) without the full consent of the patient or when compelled by legal requirements, and then only by employees having specific approval of the facilities President/CEO. If, during their employment, employees acquire confidential or proprietary information about the Wythe Physician Practices and its clients, such information is to be handled in strict confidence and not to be discussed with outsiders. Employees are also responsible for the internal security of such information.
In addition, employees are prohibited from engaging in securities transactions on the basis of information not available to the general public and which, if known to outsiders, might affect their investment decisions. The dissemination of such information to others who might make use of that knowledge to trade in securities is also prohibited.
Employees will be asked to sign a statement of confidentiality at the time of hire and periodically throughout their term of employment to acknowledge their awareness of, and reaffirm their commitment to, this policy.
Employees found to be violating this policy are subject to disciplinary action, up to and including termination, and may also be subject to civil and/or criminal penalties for violations of, among other things, applicable security laws.
Position Requirements:
Education: High school graduate or equivalent with courses in English and typing, and must have mature reasoning ability. Superficial knowledge of the reasons for patient care/services as administered in the clinic, some knowledge of physiology, anatomy, neurology and medical terminology is desirable and would be helpful, but not necessary.
Licensure: N/A
Special Qualifications: N/A
Perform clinic clerical tasks such as typing and filing. Relieve staff members of clerical work and minor administrative and business details by scheduling appointments, giving information to callers, filing correspondence and other records, and other assigned clerical duties. Provide clerical, secretarial and receptionist support for the clinic, independently and with minimal supervision. Perform other diverse duties as requested or required. Under the general and direct supervision of the Front Office Coordinator and the Director of Primary Care Clinics.
* Essential Job Functions/ Duties
A. SCHEDULING PROCEDURE
1. Always be calm and friendly---patient control can be a trying experience. If you feel you are losing control, contact the Front Office Coordinator or Director.
2. Never leave the reception area unattended.
3. Greet patients warmly---"Good morning/afternoon, how are you?" Try to vary your words from patient to patient.
4. Explain the approximate waiting time to see the provider if requested by patient.
5. Make and check off appointments as directed by provider guidelines. Cancel and reschedule appointments as necessary. Call patients to remind of appointments.
6. Within limits of medical practice policy, give routine instructions in preparation for patient's visit to the office.
7. Greet patients, determine their needs and direct them accordingly.
8. Respect and understand the patient's right to treatment and right to involvement in treatment decisions.
9. Maintain a patient treatment schedule consistent with the needs of the clinic. Schedule, receive and direct patients and visitors to the appropriate areas or clinic personnel, regardless of race, creed, age (e.g., infants, children, adolescents, adults, geriatrics, elderly, ages 0--120 years), gender or disability without bias or prejudice. Practice ethical responsibility based on the cultural, ethnic and religious beliefs of the patients' served and applicable law.
10. Answer billing calls helping the patient as accurately and completely as possible.
B. Maintain responsibility for general secretarial support functions to ensure efficient
utilization of time
.
C. Operate cord or cordless switchboard to relay incoming, outgoing, and interoffice calls.
D. Screen and refer incoming phone calls and clinic visitors to ensure that accurate and timely communication is facilitated and that the clinic is presented in a positive manner.
1. Answer the telephone: "Wythe Physician Practices _____________, this is ________."
2. Always be extremely courteous and helpful.
3. Requests to speak to the director, nurse or provider directly will be granted unless you have been informed otherwise. Please ask who is calling.
4. Requests to speak to an employee on duty will be allowed only at an absolute minimum, unless there is an emergency.
5. Information requested about the length of our waiting time will be answered as honestly as possible.
6. When giving information, work within the limits of knowledge and medical practice policies.
7. Answer telephone in a courteous, helpful manner.
E. Coordinate clinic correspondence to facilitate on-going communications and efficient clinic operations.
1. Research medical records and financial records to determine if patient has been to the office before.
2. Make sure superbills are filled out and ready before the day begins or as efficiently as possible.
3. Make copies of the day's schedule, post it, and update it throughout the day as needed.
4. Look up insurance status on established patients in the computer, if not in the patient's medical record.
5. Give new patients information sheets to complete. Review form for completeness and accuracy, with special emphasis on insurance coverage information.
6. Collect fees and co-payments when the patient checks-out at the front desk. Double check collection of co-payments, payments on balances. Note payment amount and type on the superbill.
7. Input patient demographic information into the computer. The minimum amount of information that should be entered is the name, account number and address.
8. Update established patient information sheet at least semi-annually or, when directed, on established patients and enter updated information into the computer.
9. Prepare the medical record file folder for new patients.
10. If authorization is needed for next visit, fill out the respective insurance forms.
11. Fill out appointment cards for patient recall when required by the provider(s).
12. Maintain confidentiality of all current and former patients/charts as required by clinic policy and governing laws.
13. Accurately complete charge capture utilizing chart documentation using current CPT, ICD10 and HSCPS resources
14. Address and correct any claim errors identified / assigned by CBO billing staff
15. Follow best practices as outlined in the Revenue Cycle Guidelines, published by the HSC.
16. Sort incoming mail and stamp outgoing mail and transport to the mailbox
17. Pull charts for labs and hospital mail.
F. Direct work flow to staff, as permitted, allowing them to successfully execute their responsibilities; confer with the person(s) most closely associated with the management of the patient and keep them informed of any additional patient needs.
G. Demonstrate regard for the dignity and respect of all patients, family members, staff, visitors and clinic personnel, as defined in the clinic Policy and Procedures Manual. Respect and understand the patient's right to treatment and right to involvement in treatment decisions.
H. Maintain proper attendance and punctuality to ensure that the clinic is operated in an efficient and cost-effective manner.
I. Perform housekeeping duties of assigned area by routine and periodic cleaning, and maintain order and cleanliness throughout the clinic.
J. Attend clinic staff meetings as required.
K. Be expected to utilize spare time in work-related activities that contribute to the clinic's needs.
L. Be expected to coordinate efforts to effectively work with others in a manner that is productive.
M. Be depended on to modify work schedule as required by clinic and according to policy.
N. Interact with fellow employees in a way that promotes a harmonious and cooperative working environment.
O. Acquire the skills/functions to perform the job in an acceptable manner within three months.
* Behavioral Requirements
* Must possess excellent interpersonal skills, a positive attitude, willingness to learn, ability to speak clearly, communicate instructions in both oral and written forms.
* Demonstrate the ability to work with patients, families, physicians, mid-level providers, peers, and administrative staff in a tactful and professional manner.
* All employees are required to deliver quality care by providing excellent customer service and participate within a team centered approach toward patient care.
* Must maintain a positive impression of the Wythe Market Physician Services at all times.
* Technical Requirements
* Demonstrate knowledge of ICD-9, ICD-10, CPT codes, insurance benefits and healthcare backgrounds.
* Must display proficiency in EMR, order entry and other clinic and hospital systems.
* Significant working knowledge of computers, telephones, copy and fax machines.
A. Must have coordination of sight and body movements in various applications of secretary/receptionist procedures and ability to handle the tools and equipment of the profession; including but not limited to word processor, computer, calculator, adding machine, FAX machine, telephone, addressing and mailing machine, etc.
B. Must have sufficient arm and hand movement with dexterity of finger and wrist to type at the speed of 35 words per minute with 98 percent accuracy with a word processor, computer or typewriter.
C. ECW and Meditech experience preferred
D. Must display proficiency in EMR, order entry and other clinic and hospital systems.
E. Must adhere to policies, procedures and regulations as outlined in the clinic Policy and Procedure Manual. Must posses a high degree of accuracy for the performance of job-related tasks and functions.
* Degree of Supervision Required:
Must be able to work independently with minimal supervision. Must be able to prioritize and organize work areas.
V. Ages of Patients Served:
This position requires knowledge of growth and development needs of patients and families. Personnel in this position must recognize and respond to the behaviors of patients and families in each age category.
13 -- 18 Years
Adolescent
19 -- 64 Years
Adult
65 Years
Geriatric
VI. Working Conditions: Clinical Departments and Common Areas. Potential hazards include:
ExposureTo
None
Some
Frequent
Very
Frequent
Exposure
To
None
Some
Frequent
Very
Frequent
toxic/caustic
chemicals
X
blood or body fluids
X
extreme conditions, hot or cold
X
communicable diseases
X
dust/fumes/ gases/odors (including asbestos)
X
unprotected heights
X
moving mechanical parts
X
CRT (computer) monitor
X
potential electrical shock
X
frequent, repetitive motions
X
x-ray electro-magnetic energy
X
Abuse or combative patient
X
high pitched noises
X
Other (as listed)
needles or other sharp objects
X
VII. Functional Requirements:
A. The employee must be able to perform medium to heavy work which may involve:
None
Some
Frequent
Very Frequent
Frequent lifting of 20 pounds or more.
X
Pushing/pulling carts, vacuum cleaners, buffers, mops, beds, furniture.
X
Working in wet/slippery conditions
X
Ascending or descending stairs using feet and legs.
X
Moving beds, cribs and other furniture.
X
Frequent stooping and/or bending in a position to assist in performance of routine duties.
X
Frequent kneeling or crouching to perform routine duties.
X
Frequent reaching with arms and grasping, holding, and picking objects with hands.
X
B. The employee must be able to express or exchange ideas by means of verbal communications, and be able to perceive sounds by the ear.
C. The employee must be knowledgeable of infection control standards, isolation room techniques and policy and procedure
X
* Personal Protective Equipment: This position does not require the use of personal protective equipment.
* Responsibility for Confidential Data: It is the policy of the Wythe Physician Practices Organization to ensure that the operations, activities, and affairs of our facilities and our clients are kept confidential to the greatest possible extent. Information about a patient's condition care, treatment, personal affairs, or records is confidential and may not be discussed with anyone (except those responsible for patient care and treatment) without the full consent of the patient or when compelled by legal requirements, and then only by employees having specific approval of the facilities President/CEO. If, during their employment, employees acquire confidential or proprietary information about the Wythe Physician Practices and its clients, such information is to be handled in strict confidence and not to be discussed with outsiders. Employees are also responsible for the internal security of such information.
In addition, employees are prohibited from engaging in securities transactions on the basis of information not available to the general public and which, if known to outsiders, might affect their investment decisions. The dissemination of such information to others who might make use of that knowledge to trade in securities is also prohibited.
Employees will be asked to sign a statement of confidentiality at the time of hire and periodically throughout their term of employment to acknowledge their awareness of, and reaffirm their commitment to, this policy.
Employees found to be violating this policy are subject to disciplinary action, up to and including termination, and may also be subject to civil and/or criminal penalties for violations of, among other things, applicable security laws.
Position Requirements:
Education: High school graduate or equivalent with courses in English and typing, and must have mature reasoning ability. Superficial knowledge of the reasons for patient care/services as administered in the clinic, some knowledge of physiology, anatomy, neurology and medical terminology is desirable and would be helpful, but not necessary.
Licensure: N/A
Special Qualifications: N/A