Administrative Assistant Job at Landmark Psychiatry PC in Buffalo

Benefits:

• 401(k) matching
• Health insurance
• Paid time off

EXPECTATIONS

Landmark Health Systems recognizes the importance of making an excellent first impression, which most often occurs through the initial engagement of prospective patients by our reception staff. We value our reputation for providing personalized care and individualized treatment approaches to all prospective and active patients. As a treatment team, we believe in maintaining a professional, yet relaxed atmosphere where every person feels welcome. Maintaining a positive attitude is vital even during periods of higher volume or heightened stress. Most importantly, all staff must have a genuine desire to help patients receive the care they need.

JOB QUALIFICATIONS

• High School Diploma or Equivalent; Minimum 2 years experience working in receptionist or customer service capacity
• Basic knowledge of Electronic Health Record data entry
• Knowledge of Microsoft Office
• Knowledge of basic accounting
• Ability to use office technology independently including, but not limited to operating multi-line phone system, fax machine, copier, scanner, etc.

DUTIES AND RESPONSIBILITIES

• Welcome and greet all patients upon arrival and update their status in the Electronic Health Record (EHR) by checking patients in and out
• Collect and process payments for copays and uninsured visits
• Register new patients and update existing patient charts during check-in through the collection of detailed patient information, including but not limited to verifying financial and insurance information, preferred phone numbers, current home address and any other relevant data
• Provide patients with intake and new patient forms as well as office policies and legally required documents
• Review patient paperwork to ensure completion of all required documents, including the HIPAA form, medication policy and relevant consent forms.
• Respond to inquiries as appropriate and provide patients with support, guidance and information as needed
• When necessary, inform the appropriate provider of patient questions or concerns through EHR task option or via email
• Schedule appointments for new and recurring patients based on provider availability and appointment types
• Facilitate patient / provider rapport by being attentive to provider delays or absences and communicate such to patient(s) in a timely manner
• During check-out, offer to schedule follow up appointment(s); enter all scheduled appointments into the EHR and provide patients with appointment cards
• Retrieve records provided by patients or when received from outside agencies and scan paperwork into patients EHR chart
• Assist in handling all requests for records to ensure proper documentation and facilitation of responses in a timely manner
• Answer phones, check voicemails, and respond to messages by returning calls
• Be polite and courteous when communicating with prospective and active patients, their families or other callers; use of proper phone etiquette is expected
• Calls or messages from insurance companies and vendors must be directed to the appropriate staff member via transfer of calls (when possible) or by taking detailed messages including date and time of call or voicemail, callers name, phone number and reason for call (if provided); inform appropriate provider of messages via EHR task option or email
• Maintain a pleasant, welcoming atmosphere within the waiting room by offering patients coffee or water; brew coffee and refill water jug as needed; refill disposable cups, sugar, stir sticks and tissues as needed
• Ensure completion of opening and closing responsibilities per opening and closing checklists.
• Perform other duties as directed