Job De_!!crm,tions
TITLE: Medical Office Specialist
REPORTS TO: Director of Medical Office Operations
CLASSIFICATION: Non-Exempt
EXPOSURE RISK: Category III
REVISED: 8/8/2022
SUMMARY:
The Medical Office Specialist serves as a liaison between our visitors and the organization via telephone and in person as they come into the building. They will be responsible for confirming appointments and scheduling certain appointments. Obtaining and updating patients' personal and health in formation . Creating and maintaining electronic health records. Managing inquiries and relaying messages about scheduling, referrals, prescription refills and other matters of organizations programs. Verifying medical insurance information. Collecting co-payments from patients and following up with billing staff for end of the day reconciliations . Entering payment information into an electronic billing system. Maintaining an office supply inventory and replenishing stock in a timely manner. They will maintain a seamless flow in the front office area which includes but not limited to clients, vendors and or visitors.
DUTIES AND RESPONSIBILITIES:
1. Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department. This includes entering call notes into electronic medical record as appropriate and as per established procedures.
2. Retrieve messages from answering service or voice mail, returns the call (when appropriate) or forwards to appropriate personnel when needed.
3. Welcomes on site visitors, determines nature of business, and announces visitors to appropriate personnel.
4. Calls patients to remind them of appointments as per established procedures.
5. Answers questions about organization and provides callers with pertinent information.
6. Documents in the electronic medical records system regarding clients attending, not- attending, or rescheduling appointments on a real time basis.
7. Monitors and logs client wait times for services throughout all encounters and assists in preparing reports detailing client service and compliance with appointment schedules.
8. Assists with re-scheduling lab/medica1 appointments when necessary.
9. Coordinates with Billing/Eligibility staff to collect eligibility documents, insurance and co-pays, prior to client visits.
10. Assist with organizing and scheduling meetings in the conference rooms.
11. Coordinates meal schedule for pharmaceutical representatives.
12. Communicates with Facilities Coordinator with any building/facilities issues.
13. Provide general support to visitors
14. Oversee adherence to medical front office policies and procedures
15. Takes inventory of office supplies and front office PPE on a monthly basis.
16. Collaborates with the finance department to order office supplies and PPE on a monthly basis.
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17. Complies with HIPAA, OSHA, labor laws, and other federal, state, and local regulations
18. Assist with coordination of janitorial staff in collaboration with the Facilities
Coordinator.
19. Assists in safekeeping the company credit cards and check them out to staff as necessary, following policies and procedures.
20. Provide excellent customer service at all times to all clients.
21. The ability to demonstrate knowledge and work with diverse populations in the community.
22. Complete reports on a monthly basis as to the number of services provided in an effort to meet or exceed the funder's measures/requirements.
23. Participate in meetings and activities as required.
24. Maintain a flexible schedule; this position may occasionally require non-traditional hours, such as evenings and weekends.
25. Other duties as assigned.
JOB QUALIFICATIONS:
- High school diploma or general education degree (GED); and two years health industry related work experience and/or volunteer experience and/or equivalent training.
- Must be Bilingual (English-Spanish).
- Basic knowledge of HIV/AlDS
- Working knowledge of Microsoft Office, specifically Outlook, Word & Excel.
- Ability to communicate effectively both orally and in writing in English; organizational and project management skills.
- Ability to perform multiple tasks; good problem-solving abilities; demonstrate flexibility and positive people skills.
- Ability to work with people of diverse backgrounds living with HIV/AIDS.
- State of Texas Class "C'' Driver's License.
- Employee must maintain all certifications, licenses and/or registrations consistent with Westbrook Clinic policy and Texas State Law.
PHYSICAL ACTIVITIES AND REQUIREMENTS:
Finger Dexterity: Using fingers to make small movements such as typing or picking up small objects.
Talking: Frequently conveying detailed or important instructions or ideas accurately, clearly, or quickly.
Hearing: Able to hear average or normal conversations and receive ordinary information.
Repetitive Motions: Frequently and regularly using the wrists, hands, and fingers.
Visual: Average, ordinary, visual acuity necessary to prepare or inspect documents or other materials.
Physical: Sedentary work; sitting most of the time. May have to lift folders, files, papers, audio/video equipment, and other such items weighing up to approximately 25 lbs.
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. .,
Employee Signature Date
Supervisor Signature Date
Human Resources Signature Date
Chief Executive Officer Date
NOTE: This job description is intended to describe the general nature and level of work performed. It is not intended to serve as an exhaustive list of all duties, skills, and responsibilities required. Additionally, this job description is not intended as an employment contract, implied or otherwise, and VAC continues to maintain its status as an at-will employer.
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Job Type: Full-time
Pay: $13.90 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Healthcare setting:
Schedule:
Experience:
- Customer service: 1 year (Preferred)
- Medical terminology: 1 year (Preferred)
- Computer skills: 1 year (Preferred)
Work Location: In person