FRONT OFFICE ASSISTANT III - HMTS - TUSTIN LEGACY PEDS

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Date: Jan 3, 2019

Location: Tustin, CA, US

Company: Hoag Memorial Hospital Presbyterian

Job Description:

PER DIEM Saturday and Sunday from 7 am - 2 pm

 

Front Office Assistant I/II/III

The Front Office Assistant, under the direction of the Site Supervisor or Site Manager, performs a variety of clerical duties and front office operations in support of the patient care activities of the department. Employee will ensure a well- paced, patient flow and continuous communication with HMG-HMTS coworkers, be proficient in All Scripts and IDX information systems and have the ability to schedule appointments for HMT-HMTS physicians. The Front Office Assistant displays and practices a work-style that reflects the mission, vision and values of HMG-HMTS, and participates in the continuous quality improvement process as required. Employees will maintain a working knowledge of departmental standard operating procedures, including the use of specialized instrumentation, quality control requirements, and preventive maintenance.

 

 

Essential Functions Front Office Assistant I:

· Facilitates the registration and scheduling process for patients presenting to HMG-HMTS:

o Greets visitors promptly and courteously, using eye contact upon their arrival to HMG-HMTS.

o Directs and assists all patients.

o Answers phones and assists patients, consistently providing timely and accurate information to patients, physicians, organization personnel, and public sector to achieve the highest possible level of satisfaction.

o Collects required information from patient as requested by Center physician.

o Collects patient co-pay and any past due balances per established Standard Work flow.

o Arrives patients in IDX to communicate patient process is complete.

· Compiles patient information and ensures that all patient forms are completed.

· Supports all administrative functions for HMG-HMTS, including recordkeeping and correspondence.

· Accurately process payments and provides a written receipt. Documents payment on log sheet. Process credit card payments. Balances out cash sheet at end of day.

· Per office procedures, determines total charges for visit and calculates patient financial responsibility per established policies and procedures for cash patients.

· Schedules patient visits per established Standard Work. Confirms appointments, cancels appointments, reschedules appointments and notifies clinical staff of appointment changes per Standard Work. Discusses scheduling conflicts or problems with supervisors or clinical staff. Provides schedule updates during the day.

· Checks patient out at the end of visit as per office procedures. Arrives, cancels and no shows appointments

· Verifies and pre-authorize each patient’s insurance information prior to their appointment and documents.

· Open or close office as shift requires, ensuring that all doors are secured, equipment turned on/off and communicates problems to supervisor in a timely manner. Oversees the front area for cleanliness, safety and continuous awareness of visitors, alerting supervisor of any issues.

· Demonstrates flexibility in accepting schedule and work assignments.

· Reports to the supervisor in a timely manner all "near misses", potential, and actual errors.

· Wears name tab when on HMG-HMTS property.

· Documents all messages from patient and provider calls.

· Keeps supervisor informed when problems may interfere with work being completed on time.

· May assemble and send new patient packets, registration packets, and history/physical forms prior to scheduled appointments.

· Maintains cleanliness and neatness of patient waiting lounge.

· Attends all meetings as required.

· Perform other duties as assigned.

 

Front Office Assistant II:

In addition to the above, the Front Office Assistant II will:

· Acts as a resource and provides guidance to new employees, offering assistance and direction to lessexperienced team members.

· Aids in maintaining appropriate supply levels for HMG-HMTS, providing input for the office supply ordering. Assists with the receipt, distribution, and storage of supplies.

· Supports patient appointment schedule, placing calls to patients who need appointment notification or reminders, including time, date and address/directions for HMG-HMTS.

· Breaks down charts and send them to Medical Records for processing in a timely and efficient manner.

 

Front Office Assistant III:

In addition to the above, the Front Office Assistant III will:

· Responds appropriately to inquiries and complaints. Can troubleshoot and problem solve independently as situations occur.

· Ensures Front Office equipment functions properly, placing services calls when required.

· Orders, distributes and stores office supplies for HMG-HMTS.

 

 

Other requirements of the Front Office Assistant I, II, III:

· Position may require local travel between various Organization locations.

· Position may require participating in meetings outside of normal business hours including occasional evenings and/or weekends.

 

Education, Training and Experience

Required:

Front Office Assistant I:

· High School Diploma or equivalent.

· Minimum one (1) year clerical experience, including filing, use of calculator and basic telephone skills.

 

Front Office Assistant II:

In addition to the above, the Front Office Assistant II will have:

· Minimum one (1) year medical front office experience, preferably within an acute healthcare system environment.

 

Front Office Assistant III:

In addition to the above, the Front Office Assistant III will have:

· Minimum two (2) years front office experience preferably within an acute healthcare system environment.

 

 

Preferred:

Front Office Assistant I:

· One (1) year medical front office experience, preferably within an acute healthcare system environment.

 

Front Office Assistant II:

· Two (2) years front office experience within an acute healthcare system environment.

 

Front Office Assistant III:

· Three (3) years front office experience within an acute healthcare system environment.

 

 

Skills or Other Qualifications

Required:

Front Office Assistant I:

· Basic knowledge of Microsoft Office Suite, including Outlook, Word and Excel.

· Excellent communication skills; customer focused; excellent attention to detail; able to prioritize tasks and meet deadlines; strong interpersonal skills; able to work in a team environment.

 

Front Office Assistant II:

In addition to the above, the Front Office Assistant II will have:

· Proven ability to interface with all customer levels (physicians, Organizational staff, insurance companies, patients and family members).

· Basic knowledge of medical terminology.

 

Front Office Assistant III:

In addition to the above, the Front Office Assistant III will have:

· Working knowledge of medical terminology, plus full understanding of medical insurance procedures.

 

 

Preferred:

Front Office Assistant I:

· Knowledge of registration and order entry systems.

· Knowledge of medical terminology.

 

Front Office Assistant II:

· Knowledge of patient scheduling and insurance verification.

 

Front Office Assistant III:

· Trouble-shooting and problem-solving skills.

· Intermediate knowledge of Microsoft Office Suite, including Outlook, Word and Excel.

 

License and Certifications

Required: N/A

Preferred: N/A


Nearest Major Market: Orange County
Nearest Secondary Market: Los Angeles

Job Segment: Administrative Assistant, Medical Office Assistant, Clerical, Information Systems, Supply, Administrative, Technology, Operations

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