Medical Office Specialist

Overview

This position is responsible for all administrative duties of the clinic. Compiles regular and special reports using established formats and procedures. Must be well organized, highly flexible, possess a keen awareness of customer service, and have the ability to multi-task and prioritize under pressure. Ability to manage and meet deadlines for multiple projects.

• Answers multi-line phone system within the third ring using EVMS GFM greeting
• Schedule patient appointments
  • Calling patients and scheduling appointments from reminder and bump lists.
• Verify accuracy of providers Microsoft Outlook calendar from master schedule
  • Notifying appropriate people of discrepancies
• Review Quality measure reports
  • Track/enter statistical information for specified demographic and/or population
  • Prepare reports as needed
• Register and pre-register patients to establish new care including confirm patient’s insurance. For established patients update all changed information in the computer
• Collect co-pays
• Ensure daily deposit is ready for pick up
• Responsible for the accuracy of information obtained from complex multi-payer insurance companies to include but not limited to verification of benefits eligibility procedures; procuring and completing documentation for pre-certification and referral/authorizations.
• Assist patients with payment plans, indigent services and Medicaid processes
• Review and complete all EHR tasks that are assigned in accordance to EVMS Medical Group standards
• Flag all deceased patient and notifying appropriate party
• Ensure patients complete survey prior to exiting
• Update patient PCP in the event they change PCPs or provider is no longer here at clinic
• Check out patients after appointment, to ensure patient has a follow up prior to leaving
• Inform patients of “Follow My Health” (Patient Portal)
• Send daily invites to all NEW/ESTABLISHED Patients
• Sort incoming correspondence into appropriate categories to prepare for scanning
• Scan sorted patient information into batched categories
• Sort scanned patient information from batches into the proper patient’s chart accurately and task physician for sign off
• Require respective physician patient medical information when appropriate
• Research patient’s chart for information needed by other physician’s offices, home health agencies, hospitals and other outside sources. Print and fax or mail for outside requests
• Obtain medical records from outside sources requested by EVMS physicians
• Enter health maintenance results in the EHR when made available, set up reminders to ensure follow-up
• Collect daily items for medical records from nurses’ stations, resident and faculty mail boxes, and out boxes in medical records
• Print and mail patient letters written by physicians
• Process orders such as home healthcare, durable medical equipment and respiratory, etc.
• Process orders, schedule appointments and follow-up for specialty procedures in order to complete orders for imaging and other requested tests
• Process online referrals via insurance company’s websites as well as manually written referrals
• Retrieve patient information from V.11 to fax to referring providers & specialist
• Perform “other” duties as assigned by the supervisors and/or physicians

Candidate must have prior experience in a health care environment.

Strong attention to detail, organizational and communicational skills needed. Strong MS Office skills to include Word, Excel and Outlook needed. Understands and ensures HIPAA policies.

US-VA-Norfolk