To provide administrative support to the Outpatient Services Director, Managers, Supervisors of the departments of Rehab Medicine, Cardiopulmonary Services, Cardiac Rehab as assigned by the Director.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
1. Administrative Assistance: Performs a variety of administrative assistant functions to support all assigned departments.
a. Assist with implementing various administrative systems and procedures designed to maximize efficiencies of the daily workflow.
b. Answers and screens telephone calls; takes and relays accurate messages; responds to inquiries as appropriate.
c. Attends staff meetings of assigned department; takes minutes; transcribes meeting notes to appropriate templates.
d. Provides various reports to Director, Manager, and staff as requested.
e. Composes and types various correspondences, forms, reports, etc.
f. Collates and distributes materials as needed.
g. Copies materials as needed.
h. Receives, sorts, and distributes mail for the division Director and departments supported.
i. Orders all office and clinical supplies for Director and assigned departments.
j. Assists with managing inventory levels to ensure they are adequately stocked.
k. Functions as liaison between Medical Staff, department clinicians, hospital ancillary departments, and patients.
l. Participates in departmental preparation for JCAHO and other regulatory site visits. Collaborates with Division team to ensure the physical environment is maintained.
m. Participates in the evaluation of IS equipment and systems.
n. Maintains files and deals discretely with confidential information.
o. Communicates essential information to staff and patients.
p. Troubleshoots problems and works with Director, Manager, and staff in identifying corrective actions.
q. Participates in special projects.
r. Manages Director's calendar if requested.
s. Provides coverage for other division Administrative Assistants in their absence.
2. Patient Registration/Admission: Coordinates patient registration and admission process for all procedures.
a. Coordinates patient registration and insurance authorizations.
b. Collects demographic and insurance information.
c. Obtains authorization from insurance carriers.
d. Generates all registration and admission paperwork required for procedure.
e. Presents appropriate forms to patients, provide explanation/answers questions to patient/family, and obtains appropriate signatures.
f. Maintains continuous communication with physician and patient/and or family on next steps as appropriate.
g. Assists with scheduling appointments, verifying and conforming insurance.
h. Assists with any procedural questions and coordinates all necessary paperwork.
i. Collects co-pays as appropriate and is responsible for entering service charges.
j. Work with Patient Financial Services to investigate concerns/issues around insurance denials; Assist with resolving issues.
3. Customer Service: Proactively offers assistance to staff and patients throughout the hospital.
a. Be first line of contact for patient on day of scheduled procedure.
b. Answers, screens and routes telephone calls
c. Takes accurate messages and follows through as appropriate.
d. Greets all visitors, (patients, vendors, hospital personnel, etc.) answers their inquiries, gives directions, and provides general assistance.
e. Assists visitors, vendors, and staff.
f. Communicates essential information to staff, doctors and patients.
g. Sends out patient satisfaction surveys; collects, tracks and trends patient satisfaction scores.
4. Development: Participates with supervisors in identifying learning needs.
a. When learning needs are identified, participates in training and development activities.
b. Attends hospital sponsored training programs as required by the department.
c. Meets all mandatory obligations.
5. Organizational knowledge: Works effectively within and between departments.
a. Participates in departmental projects
b. Participates in interdepartmental activities when asked.
c. Demonstrates a constructive approach during all interactions with staff, supervisors, and managers both inside and outside the unit.
ï‚§ High School Diploma or equivalent
ï‚§ College coursework is strongly preferred
ï‚§ Ability to effectively communicate with all levels of internal and external customers
ï‚§ Advanced computer skills with Microsoft Office: Word, Excel, and PowerPoint
ï‚§ Experience with other databases for medical scheduling and billing.
ï‚§ Experience with insurance verification preferred
ï‚§ HIPAA policies on Confidentiality
ï‚§ Minimum 5-7 years experience at comparable level in a medical setting preferred.
ï‚§ No Direct patient care contact.About MedStar Health
MedStar Health is dedicated to providing the highest quality care for people in Maryland and the Washington, D.C., region, while advancing the practice of medicine through education, innovation and research. Our 30,000 associates and 5,400 affiliated physicians work in a variety of settings across our health system, including 10 hospitals and more than 300 community-based locations, the largest visiting nurse association in the region, and highly respected institutes dedicated to research and innovation. As the medical education and clinical partner of Georgetown University for more than 20 years, MedStar is dedicated not only to teaching the next generation of doctors, but also to the continuing education and professional development of our whole team. MedStar Health offers diverse opportunities for career advancement and personal fulfillment.
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