FRONT OFFICE ASSISTANT - OBGYN Clinic - Full Time - Days

Front Office Assistant - Full Time

Shift: 8:00am - 4:30pm

Job Description:

PATIENT POPULATION:

The patient population served is all patients, including geriatric, adult, adolescent, pediatric, and newborn.  This also includes services which affect facility staff, physicians, visitors, vendors and the general public.

POSITION SUMMARY:

Under the direction of the department leader, the Front Office Assistant is responsible for performing and organizing the clerical activities necessary to maintain the medical record, ordering of office and medical supplies, and the coordination of on-going activities within the assigned clinic.  The Front Office Assistant is also responsible for registering and assisting with scheduling all patients.

Must be able to work normal/scheduled working hours to include Holidays, call-backs, weeknights, weekends, and on-call. Agrees to participate, as directed, in emergencies and community disasters during scheduled and unscheduled hours. As a designated disaster service worker you are required to assist in times of need pursuant to the California Emergency Services Act.

(Gov’t. Code §§ 3100, 3102)

Needs to recognize that they have an affirmative duty and responsibility for reporting perceived misconduct, including actual or potential violations of laws, regulations, policies, procedures, or this organization’s standards/code of conduct.

The employee shall work well under pressure, meet multiple and sometimes competing deadlines; and the incumbent shall at all times demonstrate cooperative behavior with colleagues and supervisors.

EDUCATION/TRAINING/EXPERIENCE:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, an individual should have the knowledge and skills typically acquired through a high school education or equivalent experience. Prior experience with referrals and authorizations preferred.

Proficient in reading and interpreting various documents, including safety guidelines, operational procedures, maintenance instructions, and manuals. Capable of preparing routine reports and correspondence as needed. Must be able to speak and write in English, with the ability to communicate verbally in Spanish. Must be able to write clearly, comprehend verbal and written instructions, and follow directions accurately.

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages if required.           

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.            

To perform this job successfully, an individual should have basic computer skills.

LICENSURE/CERTIFICATIONS:

N/A

ESSENTIAL FUNCTIONS:                                                                                                                       

• Regular, punctual attendance and physical presence at the assigned work location and workstation, ready to perform job duties at the scheduled start time.
• Receives and logs incoming referrals from outside providers and prepares them for physician review and approval.
• Obtains authorizations for care and treatments and sends out referrals to other providers.
• Confirms appointments by phone and documents the contact in the patient’s record.
• Register patients, including (when needed): verifying insurance information, scanning insurance cards into the patient’s chart, reviewing and assisting patients with completing Conditions of Admission, Financial Agreement, Notice of Privacy Practices, English Proficiency and Infectious Disease forms.
• Send OB records to Labor and Delivery on a weekly basis or as needed.
• Processes referral no-shows and notifies the Medical Assistant responsible for referral scheduling.
• Schedules patients for follow up appointments per clinic guidelines.
• Maintains a clean and neat workspace at all times.
• Assist patients with the completion of the patient satisfaction survey.
• During assigned shifts, the Front office Assistant is responsible for all clerical duties related to data entry and retrieval, and assists with the paper flow for admissions, transfers, discharges, and deaths.
• Maintains the medical record on each patient within the assigned unit. Assembles chart transcribes orders for verification by R.N.  Files reports.  Maintains accuracy, completeness and neatness of the medical record. Labels and scans all new documents into patient Electronic Health Record.                                                                          
• Utilizing appropriate telephone etiquette, answers phone promptly, screens, refers calls in accordance to policy and dispatches messages as requested. Initiates phone calls for nursing staff to physicians, nursing administration, UR, etc.                                       
• Promptly and professionally responds to all patient requests and refers patient needs to appropriate staff. Alerts shift charge nurse of undue delays in patient care.                        
• Demonstrates the working knowledge of how to correctly complete forms including consents, AMA, Occurrence Reports, etc. Accurately inputs orders for scheduling tests, x-rays and procedures via the order entry computer system.                                                         
• Applies a thorough working knowledge of medical and pharmaceutical terminology in daily tasks and communications.
• Demonstrates reverence for life, respect for inherent dignity and worth of each individual, and maintenance of patient privacy and confidentiality.
• Is flexible when asked to assist with transportation of patients, equipment and supplies.
• Help to ensure adequate and accurate inventory of all office, chart and medical supplies.
• Demonstrates dependability and professional image by, but not limited to, adhering to dress code, reporting to duty on time, and using benefit time appropriately, maintains a safe and clean work area for promoting patient and visitor satisfaction.
• Participates in adherence to the Joint Commission "National Patient Safety Goals for Hospitals" as defined by Scope of Practice.
• Ensures documentation complies with established hospital policies and procedures.
• Performs all other duties as assigned by the supervisor or designee.

OTHER FUNCTIONS:

• N/A