Medical Office Assistant Iii

This is the second job in a series of two that perform clerical/secretarial/administrative office support functions in a medical setting/office at WHC. May be a secretary for one or more physicians, medical, or professional staff.
Education

• May require up to l year of technical or other specialized training including advanced training in secretarial/medical office support (e.g.: typing/keyboarding/word processing, medical terminology, medical insurance/billing, etc.) and office administrative procedures including customer service etc.
• High School Diploma or GED required

Experience

• 1 to 3 years experience, preferably in a doctor's office or medical environment/ health care setting demonstrating organizational skills and a working familiarity with medical terminology and office computers (PC's and/or mainframes) performing word-processing/typing and data entry, preferably in a for an executive/staff with diversified needs required

Knowledge, Skills, and Abilities

• May require the use of standard office/medical equipment (i.e., typewriter, personal computer, data terminal, on-line printer, calculator, telephone, facsimile, copier, sterilizing equipment, blood pressure cuff, or tables); the preparation, comparison or checking of reports, records and related data; and basic use of formulas, charts, tables, drawings and knowledge of their application.
• Requires the ability to read and write; and knowledge of grammar, and arithmetic including fractions and decimals.

• Makes arrangements for meetings/conferences/departmental events, including, but not limited to: inviting guests/speakers and making their travel arrangements; agenda preparation; creation of handouts; determining lodging, meeting and meal arrangements for attendees; organizing registration; and arranging for certificates and honoraria; etc.
• Completes preliminary registration for new patients and updates information on existing patients (inpatients and/or outpatients) in the Hospital's or department's scheduling system. Obtains necessary demographic and insurance information, referrals, pre-certifications, signatures, copies, etc. May make/create patient chart or request existing one from Medical Records. Verifies all information. May make referrals when patient has no insurance or means to pay for services.
• Maintains and orders supplies for personnel/department as needed or requested. Audits bills and ensures prompt payment.
• Transcribes dictation including patient narrative and/or discharge summaries, general correspondence, and memoranda. Types letters, correspondence, memoranda, grants, proposals, statistical and budget reports from dictation, rough drafts, and/or verbal instructions. Prepares and edits manuscripts, articles, and abstracts for presentation and/or publication. Composes correspondence for signature based on accepted departmental norms. May compose and send correspondence under own signature as appropriate.
• Establishes and maintains a variety of files, records, logs, charts, etc. including departmental files. Retrieves files, records, charts, and/or the information therein as necessary including personnel information/time sheets,. Performs basic data collection and tabulation creating summaries and reports. Prepares and distributes monthly on-call schedules to attendings, residents, and appropriate departments Records continuing medical education activities of department personnel. Maintains financial records such as budget/fiscal reports ensuring that budgetary guidelines are maintained. Prepares vouchers.
• Orients new employees, including residents, to Hospital procedures, schedules and requirements.
• Schedules appointments for patients including coordinating appointments with other medical offices and for tests, including pre-admissions testing. Confirms appointments. May give instructions to patient, explain an upcoming procedure/test, and/or answer questions. Maintains calendar(s) for a physician, staff, and/or department/clinic including patient appointments, surgeries, meetings, etc. Collects needed information (including patient charts prior to appointment/meeting and may brief attendees. Makes travel arrangements and prepares expense reports as required.
• Enters physician charges into billing system(s). Reviews codes to ensure proper billing. Corrects errors or returns forms to medical staff for completion/correction. Responds to questions regarding bills from patients, referring physicians, office staff, insurance companies, and the Hospital's Patient Financial Services Department. May accept co-payments and make deposits.
• Receives, opens, and date stamps incoming mail. Reviews, sorts, and directs mail to the appropriate person in accordance with departmental policy.
• Receives and screens telephone calls and visitors to the office. Determines the need(s) of the caller/visitor and addresses them accordingly, providing information per department/ Hospital policy. Refers inquires of a technical nature to an appropriate staff member. May make call for physicians and/or staff including calling in refill prescriptions (with authorization/ approval) to a pharmacy. Takes and forwards messages.