Outpatient Administrative Assistant - Outpatient Psychiatry

MAIN FUNCTION:

Performs a variety of medical office support services for Outpatient Services. Primarily responsible for routine office functions, patient intake and registration, preparation of billing forms, scheduling and pre-authorizations. Reports to Practice Manager.

DUTIES AND RESPONSIBILITIES:

**1. Check-in Position / Billing:

1. Prepares daily schedule & distributes.
2. Answers incoming calls courteously and efficiently- routes all medically related calls to appropriate care provider for further action.
3. Screens new patients to ascertain what provider it would be appropriate for them to see.
4. Prepares charts for appointment.
5. Obtains & updates all patient demographic information timely and accurately.
6. Collects patient co-pays at time of visit.
7. Maintains accurate accounting of daily cash /receipts and sends timely to billing department.
8. Prepares billing superbills and tracks daily encounters.
9. Sorts distributes mail according to office protocol.
10. Sends out medical release forms and medical history questionnaire to new patients
11. Orders office supplies as required.

**2. Check-out Position:

1. Makes all necessary appointments per provider instructions.
2. Prepares orders for any testing, obtains any needed prior authorizations.
3. Gives patient any needed instructions as directed by clinical staff or provider.
4. Documents all follow up appointments.

**3. Patient Support:

1. May be asked by provider(s) to schedule follow-up visit, consultations, referrals and forward any material needed for appointment.
2. Is responsible to scan into medical record any incoming documentation and forward to appropriate clinical staff in timely fashion according to protocol.
3. May be asked to obtain prior authorization and have method to track results in a timely fashion.
4. Notifies patient by phone or mail with any pertinent information as instructed by clinical staff such as appointment changes, forms, letters etc

**4. Medical Documentation

1. Transcribes notes (when applicable) and updates medical records.
2. Files/scans results according to protocol.
3. Processes all medical records requests according to protocol.

1. Other:
2. Assists Administrator, provider(s), nurse(s) and other staff with other practice related functions.
3. Maintains professional behavior and appearance.
4. Functions with awareness for safety of patients, co-workers and self (i.e. OSHA compliance).
5. Completes annual Merit Fair.

1. Is responsible for attending all annual mandatory educational programs as required by position.

1. Employee understands and demonstrates the importance of satisfying the needs of the customer/patient by interacting with him/her in a friendly and caring way, being attentive to customer's needs, both psychologically and physically, and by taking the initiative to maintain communication with the customer in order to provide a secure and pleasant experience with the Arnot Health.

1. It is understood that this list is typical duties for the classification and is not to be considered inclusive of all duties which may be assigned.

EDUCATION:

High school graduate or equivalent with concentration in secretarial sciences preferred.

EXPERIENCE:

Minimum three years experience as a Medical Office Assistant preferred. Experience with coding helpful.

CARDIOPULMONARY RESUSCITATION (CPR) REQUIREMENTS:

No CPR required.

PHYSICAL DEMANDS:

• Frequently lifts up to 10 lbs, occasionally lifts up to 20 lbs.
• This position requires frequent standing and walking.
• Reaching and stooping.
• Routine office job.
• Requires light physical effort.

EXPOSURE:

Category III. Tasks that involve no exposure to blood, body fluids, or tissues.

** ADA Essential Job Functions