Medical History Specialist

PRIMARY FUNCTION

Supports Pediatric Associates' medical offices in the role of Medical History Specialist (MHS), responsible for managing various electronic requests assigned to the corresponding generic bins, including requests for forms, Durable Medical Equipment (DME) and supplies, medication prior authorizations, prescription refill verifications, patient callbacks, and appointment scheduling.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This list may not include all of the duties that may be assigned.

1. Responds to patient inquiries, communicates, and interact with patients professionally when completing patient's requests.

2. Proficient in navigating electronic medical records systems.

3. Books appointments in accordance with patient needs and identifies future visits in accordance with Pediatric Associates policies and procedures.

4. Identifies patient and/or pharmacy outreach needs to validate prescription refill requests.

5. Documents accurately and efficiently within all electronic systems (XPM, EHR, ECW).

6. Documents all questions and messages for Clinicians and label them properly in accordance with the patient's requests.

7. Contacts families to verify request needs and to schedule appointments as needed based on system screening and protocols.

8. Communicate with the office staff when necessary.

9. Uses patient medical records to review and create patient forms and letters accurately.

10. Assists with patient/parent call backs to deliver clinical messages and instructions.

11. Utilizes the patient's medical records and Florida Shots to reconcile immunization records and creates school forms.

12. Works with clinician, insurance and DME vendor facilities to coordinate fulfillment of DME orders.

13. Uses patient medical record to review and prepare requests for prescription refills and medication prior authorization.

14. Identifies time sensitive documents and pending tasks and responds with urgency.

15. Meets quality and productivity requirements as determined.

16. Attends any necessary training/meetings to be up to date on protocol changes.

17. Other duties may include, but not limited to, outbound calls, copying, faxing, etc.

QUALIFICATIONS

EDUCATION:
• High School Diploma or equivalent required.

EXPERIENCE:
• 1-2 years' experience in a medical office or healthcare setting.
• Experience using electronic medical records and documentation highly preferred.
• Previous customer service experience required.

LICENSURE / CERTIFICATION
• Medical Assistant certificate preferred.

KNOWLEDGE, SKILLS AND ABILITIES
• Must have strong verbal, written, and interpersonal communication skills.
• Demonstrates ability to work well in a team environment.
• Strong multi-tasking skills. Attention to detail, accuracy, and timeliness is critical.
• General PC knowledge including Microsoft Office, Internet, and Email.
• Substantial knowledge of medical terminology with some understanding of CPT/ICD-10 coding.

TYPICAL WORKING CONDITIONS
• Non-patient-facing
• Remote or rotating in office
• Indoor work
• Operating computer
• Reach outward
• Manual dexterity
• Reach above shoulder
• Standing
• Sitting
• Walking

OTHER PHYSICAL REQUIREMENTS
• Vision
• Sense of sound
• Sense of touch

PERFORMANCE REQUIREMENTS

Adhere to all organizational information security policies and protect all sensitive information including but not limited to ePHI and PHI (Protected Health Information) in accordance with organizational policy, Federal, State, and local regulations.