Under the supervision of the Senior Practice Manager, the Medical Secretary will answer phones and greet the patients in a polite and professional manner. Will performs a variety of functions to assist the practitioners and management in daily office operations.
Responsible for handling new patients of Day treatment Program creating the pre-screening during the patient’s call to transfer the information to the assigned Intake Coordinator.
Receive the pre-charts to register the new patient into the Practice Management System. Creating the new accounts in order to obtain payment for the Evaluation Appointment and entering the insurance Information by verifying eligibility via contacting the insurance carriers.
Daily schedule of new and established patients for Day Treatment Program groups into the practice management system and handling the proper attendance sheets for every Group Leader each day.
Schedule of initial and follow-ups visits for individual appointments and for Lieber Clinic and/or clinical programs.
Document updates for all patient interaction in the Practice Management System. Ex: changes of address, phone numbers or billing information
Prepare patients charts, ensuring all information, for example: lab results, consults, etc. are complete and correct. Obtain and file patient’s test results in the Electronic Medical Record. Scan intake documents and any additional documents into the Electronic Medical Record system.
Ensure all groups’ attendance are enter after 4 pm. Maintain a master list of all the patients that are evaluated in the program for record keeping.
Coverage when needed of the Front-desk check in/out after 5 pm – 7:30 PM in all matters of phone reception, scheduling and arriving. Handle all correspondence as directed by the clinicians and assist billing staff as needed with missing or incorrect patient information.
Order supplies via Staples or an approved vendor every two weeks on a Wednesday. Ensure supplies are stored away by the end of the week.
High school diploma required
2 Years of a college degree preferred
3 years of medical office experience or related experience in a clinical practice is required.
Knowledge of GE/IDX, Epic or a Practice Management system is required.
Knowledge of an Electronic Health Record is preferred.
Computer literate and knowledge of Microsoft applications and ability and willingness to learn new systems and programs.
Working knowledge of Managed Care plans required, with an overall understanding of how the insurance plans work, including referrals and prior authorizations.
Familiarity with scheduling and rearranging appointments.
Must have excellent customer service skills in a high pressure environment.
Strong communication skills with staff, physicians and patients. Must have an understanding of patient’s confidentiality.
Ability to use independent judgment.
Good analytical and problem-solving skills.
Ability to prioritize work flow in a fast paced environment.
Ability to work collaboratively with a culturally diverse staff and patient/family population, strong customer service skills, demonstrating tact and sensitivity in stressful situations.