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Administrative Assistant II - Clinical Practice


Department Description: Chelsea Covid Testing Tent (offsite location)

Hours = Full-Time, 8:45am-5:15pm may include Weekend coverage (Saturdays).

Administrative responsibilities include answering the Covid testing phone line, communicating with patients and processing their requests which includes: test results (negative only), emailing/mailing results, scheduling appointments ensuring that an order/requisition is in place, creating letters for travel/or employers. Upon completion ensuring that documentation is input in the patients medical record and "list manager". In addition, daily monitoring of "email" with requests from patients/providers regarding results or scheduling of appointments. Daily management of high patient call volume.

The responsibilities will include scheduling the "walk in" appointments for the Chelsea Covid testing tent and processing the daily billing associated with the appointments. Reviewing the insurances and updating if needed in the CCC scheduling system. In addition, will be responsible to generate reports throughout the day to ensure that duplicated billing has not been entered. Work closely and communicate with the testing team responsible for processing the testing orders/requisitions. Monitor the OMR report for "discontinued" orders to ensure that the appointment/billing has been cancelled and participate in the "end of the night" reconciliation process ensuring that the number of patients scheduled balance with the billing entry.

Job Location: Chelsea, MA

Req ID: 37273BR


Job Summary: Provides administrative support to physicians in their clinical practice, academic and research roles.

Essential Responsibilities:
  1. Answers and screens telephone calls. Takes accurate messages or directs the call to the appropriate person. Greets and directs patients, families, visitors, and staff. Responds to requests in a timely manner and provides clear, accurate information within the scope of knowledge and authority.
  2. Updates patient demographic and insurance information as necessary and obtains specialist referrals for all patient appointments. Schedules patient appointments utilizing scheduling tools and resources. Coordinates and communicates ancillary appointments and procedures working with other hospital staff as needed.
  3. Obtains patient information and materials as needed from referral sources. Prepares patient records for clinical activities and maintains patient records for physicians. Acts as liaison with other departments and external customers in a calm and supportive manner. Handles confidential information appropriately and explains policies and procedures when necessary.
  4. Collects co-payments from patients at point-of-service. Coordinates billing tickets for office visits and services following established procedures. Forwards all billing fee tickets according to the protocol to billing staff. Reconciles collections at the end of the business day per established protocol.
  5. Maintains physicians' clinical and administrative schedules and calendars. Types correspondence, manuscripts and/or other documents. Transcribes letters and patient notes as needed for physicians and facilitates in clinical computer systems. Prepares and distributes routine reports.
Required Qualifications:
  1. High School diploma or GED required. Associate's degree preferred.
  2. 1-3 years related work experience required.
  3. Experience with computer systems required, including web based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.
Preferred Qualifications:
  1. Healthcare experience.
Competencies:
  1. Decision Making: Ability to make decisions that are based on specific instructions, standard practices and established procedures which generally require little or no supervision.
  2. Problem Solving: Ability to address problems that are routine, somewhat repetitive and generally solved by following clear directions and procedures and by identifying opportunities for process improvements.
  3. Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.
  4. Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
  5. Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
  6. Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
  7. Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
  8. Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Physical Nature of the Job:
Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally

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