Administrative Services Associate

Responsibilities:

• Clinical Duties:
• • Greets, screens, schedules and directs patients in a prompt, positive, pleasant, and helpful manner at all times even in the most adverse circumstances.
  • Retrieves and processes incoming medical records/images, ensure scanning and physician review is completed.
  • Ensures diagnostic testing and other evaluations are completed before visit if applicable.
  • Assists attending physician with outpatient office hours including maintaining clinical schedule, closing necessary dates and moving patients if rescheduling is necessary. traveling to clinic location if applicable.
  • Schedules required procedures and OR/Lab for patients at provider’s direction.
  • Coordinates all procedures that need to occur prior to scheduling surgery, including but not limited to the scheduling of ancillary tests, pre-operative testing, x-rays, scans, MRIs, labs, EKGs as necessary for completion of pre-operative packages.
  • Responsible for the timely submission of pre-op cases and ensures accuracy of information and correct forms completed and signed in advance of procedure.
  • Processes medication refill requests, triaging to appropriate clinical staff.
  • Coordinates and schedules cases with medical equipment representatives as required.
  • Completes medication authorizations and obtains prior authorizations for procedures.
  • Obtains medication pricing and coverage information for patients.
  • Initiates Tier 1 prescription exemptions as needed.
  • Schedules tests, procedures, and other clinical follow-up services as requested by the providers.
  • Completes medical records requests.
  • Handles all patient correspondence, including myPennMedicine messages.

• Admin Duties:
• • Answers and screens all phone calls and patient inquiries. Take appropriate messages/delegate to appropriate staff.
  • Maintains multiple calendars, clinical schedules, surgery/procedure schedules, on call and office hours.
  • Maintains physician Epic template.
  • Attends and take minutes in meetings when necessary.
  • Schedules travel and lodging for physicians and completes submissions of expenses for travel and other professional expenses.
  • Updates CVs in FEDs.
  • Create/Edit and distribute letters per attending physician direction.
  • Coordinates submission and approval of journal articles, and permissions as directed.
  • Coordinates visits for visiting scholars.
  • Coordinates visits and interview schedule for the recruitment of faculty.
  • On Call Schedule Management with the ability to enter and make changes to the call schedule in appropriate system, Qgenda, etc.

• Billing Duties: 
• • Use the correct CPT code for scheduling procedures/surgeries/admissions and link correct primary diagnosis.
  • Ensure that all operative reports and encounter forms are turned in for billing within the designated timeframes.
  • Maintains comprehensive knowledge of reimbursement coverage from third party payers, managed care plans and protocols for referrals.
  • Ensures all pre-registration items are completed to allow for timely and complete billing

Education or Equivalent Experience:

• H.S. Diploma/GED (Required)
• 2+ years medical office experience, or 2 years of customer service experience. (Required)
• Related clinical office experience required. 
• Prior customer service or insurance verification experience in a healthcare setting preferred. 
• A degree (Associate's, Bachelor's, Master's) may be considered in lieu of experience.