Admin Assistant / Patient Coordinator

Greet, instruct, direct and schedule patients and visitors. Process patients through computerized system, prepare patient charts. Serve as a liaison between patients and medical/clinical staff. Schedule appointments, assist with billing and insurance, and maintaining accurate records. Maintain and ensure that all physical/ drug screen results as well as all other service results are delivered to their respective contact within 24-48 hours of the services being completed. Protect confidentiality and abide by federal HIPAA regulations.

Essential Duties and Responsibilities

• Greet patients and visitors in a prompt, courteous and helpful manner.

• Answer telephone, screen, and direct calls, takes messages and provides information.

• Determine patient’s needs and processes according to type of case. Complete computer system intake at time of arrival. Clock in status and insure proper authorization.

• Prepare new patient's charts with correct information and paperwork. Issue forms to patients for completion, give clear instructions and offer assistance. Review all forms for completion and signatures. Obtain patient signature and follow all other company procedures.

• Pull charts of patients to be seen the following day and prepare supplemental status report.

• Check in patients, verify, and update necessary information in the record. Assist patients with ambulatory difficulties.

• Screen visitors and respond to routine requests for information.

• At time of discharge review physician notes and instructions with patient, schedule patient for follow-up appointments in accordance with employer instructions. Highlight any areas needing to be completed and refer the chart back to the MA for immediate assistance. Give the patient all required paperwork.

• Check patient out and give required paperwork, as needed to patient. Review employer info prior to patient leaving.

• Fulfill and forward all client correspondence needs ASAP after discharge of patient (i.e., visit/status notes, etc.).

• Maintain work area in a neat and orderly manner.

• Call client regarding “no shows”. Call patient and reschedule next appointment.

• File charts, physician’s report, etc.

• Type correspondence as directed. Sort and deliver mail, therapy records and other correspondence.

• Utilize formal channels of communication to report concerns, personal requests, and patient issues.

• Respect patients' right to privacy and confidentiality.

• Maintain an orderly and professional working atmosphere.

• Report to work properly dressed according to the approved dress code.

• Adhere to guidelines concerning working hours and break periods.

• Understand and follow department's organizational policies and procedures.

• Assist clinic manager in prioritizing work activities, evaluating effectiveness and modifying activities when necessary.

• Meet deadlines for work assignments and inform work status and progress to supervisor.

• Communicate and cordially work with other staff to ensure efforts are coordinated and a high quality of service is provided.

• Perform related work as requested.

• Excellent telephone manners and etiquette.

• Typing or word processing skills.

• Excellent interpersonal skills.

• Detail-orientated, organized and self-motivated.

• Ability to pleasantly interact with patients, clients, payors and co-workers.

• Desire to meet and exceed client and patient needs and expectations.

• Ability to read, understand and follow oral and written directions in English.

• Ability to complete assigned projects and meet deadlines.

• Sufficient knowledge of grammar, punctuation and spelling to correctly enter patient information into the computer.

• Ability to speak clearly and concisely.

• Ability to sort and file materials correctly in alphabetical or numerical systems.

• Bilingual in Spanish preferred.

• Ability to use correct body mechanics in order to avoid repetitive motion and other injuries related to office work.

• Knowledge of company programs, services, and resources available to patients and clients to fulfill the objective of the position and the department.

NOTE: This job description may not include all the duties assigned to the employee and may be updated and modified by the department supervisor, according to the operations at any given time.

The base salary is determined on the candidate's education, qualifications, and experience, and is subject to change based on various internal and external factors.

Akeso is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.