Medical Office Assistant

Job Opportunity At Washington Hospital Center

This is the second job in a series of two that perform clerical/secretarial/administrative office support functions in a medical setting/office at WHC. May be a secretary for one or more physicians medical or professional staff.

Primary duties and responsibilities include:

• Receiving and screening telephone calls and visitors to the office. Determining the need(s) of the caller/visitor and addressing them accordingly providing information per department/Hospital policy. Referring inquires of a technical nature to an appropriate staff member. Making calls for physicians and/or staff including calling in refill prescriptions (with authorization/approval) to a pharmacy. Taking and forwarding messages.
• Scheduling appointments for patients including coordinating appointments with other medical offices and for tests including pre-admissions testing. Confirming appointments. Giving instructions to patient explaining an upcoming procedure/test and/or answering questions. Maintaining calendar(s) for a physician staff and/or department/clinic including patient appointments surgeries meetings etc. Collecting needed information (including patient charts prior to appointment/meeting and may brief attendees. Making travel arrangements and preparing expense reports as required.
• Completing preliminary registration for new patients and updating information on existing patients (inpatients and/or outpatients) in the Hospital's or department's scheduling system. Obtaining necessary demographic and insurance information referrals pre-certifications signatures copies etc. Making/creating patient chart or requesting existing one from Medical Records. Verifying all information. Making referrals when patient has no insurance or means to pay for services.
• Entering physician charges into billing system(s). Reviewing codes to ensure proper billing. Correcting errors or returning forms to medical staff for completion/correction. Responding to questions regarding bills from patients referring physicians office staff insurance companies and the Hospital's Patient Financial Services Department. Accepting co-payments and making deposits.
• Transcribing dictation including patient narrative and/or discharge summaries general correspondence and memoranda. Typing letters correspondence memoranda grants proposals statistical and budget reports from dictation rough drafts and/or verbal instructions. Preparing and editing manuscripts articles and abstracts for presentation and/or publication. Composing correspondence for signature based on accepted departmental norms. Composing and sending correspondence under own signature as appropriate.
• Establishing and maintaining a variety of files records logs charts etc. including departmental files. Retrieving files records charts and/or the information therein as necessary including personnel information/time sheets. Performing basic data collection and tabulation creating summaries and reports. Preparing and distributing monthly on-call schedules to attendings residents and appropriate departments Recording continuing medical education activities of department personnel. Maintaining financial records such as budget/fiscal reports ensuring that budgetary guidelines are maintained. Preparing vouchers.
• Making arrangements for meetings/conferences/departmental events including but not limited to: inviting guests/speakers and making their travel arrangements; agenda preparation; creation of handouts; determining lodging meeting and meal arrangements for attendees; organizing registration; and arranging for certificates and honoraria; etc.
• Maintaining and ordering supplies for personnel/department as needed or requested. Auditing bills and ensuring prompt payment.
• Receiving opening and date stamping incoming mail. Reviewing sorting and directing mail to the appropriate person in accordance with departmental policy.
• Orienting new employees including residents to Hospital procedures schedules and requirements.

Minimal qualifications:

• High School Diploma or GED required
• May require up to 1 year of technical or other specialized training including advanced training in secretarial/medical office support (e.g.: typing/keyboarding/word processing medical terminology medical insurance/billing etc.) and office administrative procedures including customer service etc.

• 1 to 3 years experience preferably in a doctor's office or medical environment/health care setting demonstrating organizational skills and a working familiarity with medical terminology and office computers (PC's and/or mainframes) performing word-processing/typing and data entry preferably in a for an executive/staff with diversified needs required

Knowledge skills and abilities:

• Requires the ability to read and write; and knowledge of grammar and arithmetic including fractions and decimals.
• May require the use of standard office/medical equipment (i.e. typewriter personal computer data terminal on-line printer calculator telephone facsimile copier sterilizing equipment blood pressure cuff or tables); the preparation comparison or checking of reports records and related data; and basic use of formulas charts tables drawings and knowledge of their application.

This position has a hiring range of USD $26.86 - USD $40.55/Hr.