Practice Assistant II

Education
High School Diploma or Equivalent required

Can this role accept experience in lieu of a degree?
No

Licenses and Credentials
Certified Medical Administrative Assistant [CMAA] - Data Conversion - Various Issuers preferred

Experience
Office experience 2-3 years required

Knowledge, Skills and Abilities
- Proficiency with all Office Suite, Knowledge of office operations and standards and understanding of office procedures including filing, copying, scanning, printing and faxing.
- Ability to use phone system and manage more non-routine phone calls and solve routine issues as appropriate.
- Communicating effectively in writing as appropriate for the needs of the audience and talking to others to convey information effectively.
- Understanding written sentences and paragraphs in work related documents, to correspond and communicate with others clearly and effectively (including composing/editing e-mail, memos and letters), and to take complete and accurate messages.
- Managing one's own time and the time of others.
- Well organized and good time management skills to manage multiple tasks effectively, follow established protocols, and work within systems.

Front Desk Responsibilities (75%):

The Practice Assistant II is responsible for greeting patients as they arrive for appointments as well as completing patient check-in and check-out processes in a timely manner. Duties include:

• Verifies patient identity upon patient initial check in by using two patient identifiers.
• Checks patient insurance type comparing what is listed on insurance card and what is listed in EPIC system. If there is a discrepancy, informing the patient to call the RRC line.
• Verifies if patient is under worker's compensation insurance and confirms worker's comp information is correctly entered into EPIC.
• Verifies demographic information, ensuring referral on record, and accuracy of clinical information.
• Collects patient co-pays on every patient and if co-payment is not collected denotes reason in visit documentation.
• Assists and ensures patients complete PROMS questionnaires as needed.
• Issues any additional relevant intake forms and ensures completion.
• Checks patient's enrollment status in Patient Gateway & assists with enrollment process.
• Arrives patient in EPIC.
• Always moves patient in Ambulatory Patient Tracking to reflect accurate patient location throughout the patient's visit.
• Verifies casting and radiology orders at time of check-in and sends patients directly to cast room or radiology, if necessary.
• Uploads external radiology discs and copies radiology report scanning into Epic.
• If patient brings in outside medical record, make photocopy and scan into Epic.
• Keeps patients in waiting area accurately up to date on provider wait times by updating location specific wait time board and by also making verbal announcements.
• Upon patient check-out reviews follow-up information entered by provider and schedules follow-up appointment if needed to location where patient will be returning (i.e., Boston, Danvers, FXB, Waltham).
• Confirms next appointment date and time with patient and hand documentation of next visit (i.e., hands business card with appointment date and location or prints out appointment confirmation page), prints Visit Summary report and hands directly to patient.

Practice Operations (25%):

In addition to the check-in/check-out processes, the Practice Assistant II is responsible for additional administrative tasks in between front desk responsibilities as well as during light clinic days:

Daily/Weekly Activities:

• Prepares/creates patient charts (intake forms, last clinic note, MRI/CT report, etc. as provider directed).
• Checking the DAR 1-2 days prior to patient appointments to confirms patient's insurance type is contracted with our service by running EPIC report. If insurance is not active or non-contracted, alerting Administrative Manager and notifying patient to contact Financial Services.
• Reviews schedule for capacity and accuracy of appointments.
• Assists with managing of eFaxes, patient requests, and documentation needs.
• Assists with referral queue management responding to referrals and scheduling appointments with appropriate providers.
• Assists with scanning of medical records/documentation into EPIC.
• Take inventory of all iPads used for PROMs and return to designated charging location and/or locked storage.
• If prompted by MA or provider, calls patients in advance of visits to let them know if clinic is running late.
• Updates provider specific patient wait time board throughout the day.
• Responsibilities for clinic opening: Unlock door and turn on lights.
• Responsibilities for clinic closing: Lock door and turn off lights.
• Provides lunch coverage and ensures that at least one person is always at the front desk.
• Responsible for remaining in clinic late if clinic runs past scheduled end time.
• Responsible for arriving early should clinic schedule call for an earlier start time.
• Maintains a clean and professional looking front-desk workspace (i.e., no personal items in view of patients, no cell phone usage in front of patients).

Back-up Coverage and Miscellaneous Projects:

• Answers phones and directs calls as appropriate.
• Attends regular staff meetings.
• Assists with coverage needs and cross-covers (including back office) as directed by Administrative Manager.
• Provides information to patients, visitors, and hospital personnel, observing.
• Performs all other duties that are practice specific and are appropriate to this level of position; this may include projects as assigned.