Medical Secretary, FT, 40 hours per week, Primary Care Job at Bristol Hospital M

Performs a wide variety of duties to provide clerical and administrative support to physician’s practice or CBO, including but not limited to traffic flow, maintenance of patient records, and insuring proper office and medical supply levels for assigned areas. Processes forms, records, and other materials, transcribes insurance information and medical records from forms into computer, checks reports and patient’s records for accuracy, compiles information for special studies and interacts with customers. Explains policies/procedures, obtains and routes patient information. Assesses nature of phone calls, and triages as necessary. Arranges transportation to hospital as necessary. Assists in the office as needed.May be floated to other areas of the business as needed.

Performs office and administrative support duties to assist in the effective operation of the clinical site.

• Performs various receptionist duties; clerical, filing and other support duties.
• Communicates with Answering Service/other Practices as directed and per policy.
• Ensures that all medical records/reports are filed within 48 hours of receipt, after the physician’s review and authorization is complete.
• Able to skillfully operate various office equipment including fax machine, copier, credit card scanners and other equipment specific to the location.
• Assists Office Manager and staff with any projects or requests.
• Handles incoming calls, routing as necessary, with 100% compliance with policies and procedures.
• Maintains reception area and work space in a neat, clean order.
• May be floated to other areas as needed by the business.

Effectively manages patient appointments and registration process

• Ensures all visitors and patients are acknowledged and greeted immediately upon arrival to the practice with 100% compliance.
• Answers all incoming phone calls within three rings.
• Accurately registers and/or updates patient information in the computer system with 100% accuracy.
• On a daily basis and with 100% accuracy completes insurance card and photo ID scanning (i.e. driver’s license) upon registration and prior to submission of charges.
• Ensures insurance information is verified and entered in the practice management software at each encounter with 100% accuracy.
• Confirms all appointments 2 days in advance.
• Responsible for printing appointment schedules for each provider for 5 working days and submits to Office Manager weekly.
• Obtains all pre-certifications for visits, tests and procedures as required by specific insurance plans.

Provides assistance and support regarding patient care related functions.

• Responsible for completing call-backs to patient as directed.
• Pulls Medical Records for the next working day.
• After each visit is complete, schedules appointments and tests as directed by the Physician, PA or APRN.
• Reviews all Medical Records for completeness prior to filing.

Processes all patient charges and payments daily

• Opens a batch at the start of each day and at the end of each day. Creates a Financial Report Journal and balance with 100% compliance.
• Collects co-pays, self-pay and past due balances at time of service with a collection rate of 98%.
• Post and close the batch for the day with 100% accuracy.
• Submits completed or balanced journal and cash, checks, credit cards to Office Manager at the completion of the work day.

Ensures specialist authorization and certifications are completed for all visits.

• Responsible for obtaining all authorizations for the specialist within 24 hours (1 working day) of the visit.
• Accurately documents all authorization data in Practice Management System and Medical Records.
• Identifies “carved out” Insurance Benefits on a case by case basis and documents benefit eligibility plan.
• Effectively provides patient information to insurance companies to secure medical necessity for treatment plan documented by the provider.
• Displays extensive knowledge of ICD and CPT codes for the specialty practice.

Dependability, follows CCMM policy and procedure

• Completes all assigned tasks within required time frame.
• Is compliant with all CCMM policies and procedures.
• Communicates issues, concerns and opportunities for improvement to Office Manager.
• Takes initiative to assure all office duties are completed daily.
• Maintains professional appearance following dress code.

(in BPS only)

• Responsible for maintaining Authorization documentation in computer system and on Medical Record flow sheets.
• Reviews OTR’s completed by providers for completeness, and submits to insurance company.
• Responsible to enter ailments into computer software to add or update authorizations.

Educational / Minimum Requirements:

High School Graduate. One year of clerical experience. Healthcare environment experience preferred.

State/Federal Mandated Licensure or Certification Requirements:

None

Bristol Hospital Mandated Educational Requirements:

General orientation at time of hire. Fire/Safety/Infection Control annually. Other programs as mandated by Hospital.

Special Requirements:

Superior customer service, telephone, organizational, and interpersonal skills. Working knowledge of medical terminology, ICD9 and CPT4 coding, Medical Insurance and Managed Care Plans, as well as typing and data entry skills. PC literacy preferred.

Physical Requirements:

Extended sitting with occasional bending, reaching, stooping, and walking. Prolonged eye and hand use while operating computers. Occasional lifting, up to twenty pounds. Vision and hearing corrected to normal.

Work Environment:

Regular exposure to patient elements. High volume of telephone and personal contact with customers. Extensive use of computer and other office equipment.

Cognitive Requirements:

Excellent clerical skills, good written and oral communication skills, literate in English, second language preferred. Good organizational skills with ability to follow verbal and written directions with multiple steps. Ability to function independently under general supervision. Ability to prioritize. Good basic math skills. Knowledge of insurance requirements and pre-certification processing.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.