Administrative Lead - Internal Medicine

JOB DESCRIPTION JOB TITLE: Administrative Lead DEPARTMENT/DIVISION: Internal Medicine STATUS: Full-time/Non-Exempt REPORTS TO: Administrative Supervisor or Practice Manager POSITION SUMMARY: The Administrative Lead will be responsible for coordinating the day-to-day functions of reception, scheduling, medical records, and other administrative departments. The Administrative Lead will serve as a resource to the staff, the doctors, as well as to the Supervisor. DUTIES AND RESPONSIBILITIES Lead Responsibilities Ensure proper staffing coverage in all administrative departments, including handling callouts and adjusting schedules as necessary. Reviewing physician schedules regularly to maximize capacity and verify correct scheduling. Collaborate with the Supervisor on projects and issue resolution to improve workflow processes throughout the department. Provide training to new employees and ensure staff is cross trained as appropriate. Provide support and mentoring to employees. Provide feedback to Supervisor regarding staff performance. Review each employee’s current process and re-educate staff as needed. Review call volume and quality to ensure patient calls are answered timely and appropriately. Assist with tracking department paid time off. Monitor and order office supplies as needed. Maintain cleanliness of the waiting room. Cover in clerical departments as needed. Reception Obtain patient demographic and verify insurance information at each visit. Scan pertinent patient information into EMR including patient authorizations, recent labs delivered by patient, etc. Collect co-payments, including cash, checks, and credit cards. Schedule follow-up appointments, and inputting recall notices into EMR as needed. Ensure patients have all necessary paperwork for further testing. Obtain patient authorization for medical records release (HIPAA compliance). Identify and resolving minor patient billing complaints. Medical Records Sort, scan, and file a variety of medical records and information such as laboratory and pathology reports, operative notes, and discharge summaries into electronic patient medical records in appropriate sections. Answer written and telephone requests for medical records or information; prepare records for release to patients and other providers. Administrative – Other Answer phones to respond to inquiries made by patients, vendors, insurance companies and other medical facilities. Take clear and accurate messages on behalf of other departments. Respond to patient questions and needs. Edit, cancel, and reschedule appointments as necessary. For Internal Medicine, ensure that quality triages are addressed by staff in a timely manner. Other duties as assigned. EDUCATION & EXPERIENCE Minimum of a High School diploma. Minimum of 2 years’ experience in an administrative function, with increasing responsibility. QUALIFICATIONS & REQUIREMENTS Ability to organize and prioritize work and manage multiple priorities. Excellent verbal and written communication skills including letters, memos, and emails. Excellent attention to detail. Ability to research and analyze data. Ability to work independently with minimal supervision. Ability to establish and maintain effective working relationships with providers, management, staff, and contacts outside the organization. Ability to work independently on assigned tasks as well as accept direction on given assignments. Ability to maintain the highest level of confidentiality. Proficient use of Microsoft Office applications (Word, Excel, Access) and internet resources. Premier Medical Group is an Equal Opportunity Employer