Job Title: Medical Office Administrative Assistant
Department: Administration/Support Services
Location: San Antonio, Texas (on site)
Reports To: Director, Administrative Services
FLSA Status: Non-exempt
Summary of Position:
Provides confidential, professional support to the Administrative Office, including the Leadership Team, under the direction of the Director, Administrative Services. Uses independent judgment and initiative to complete a variety of tasks, including ensuring all activity dealing with correspondence has been documented. Responsible for a final review and mailing of paper insurance claims for primary, secondary, Worker’s Comp and rebilled claims.
Job Responsibilities:
- Assures confidentiality and discretion in all contacts with internal staff and external constituents, utilizing a high degree of professionalism, good judgment and diplomacy
- Responsible for incoming mail sort, opening and distribution, following internal policies & controls
- Responsible for reviewing, researching and updating all “bad addresses” in returned mail
- Responsible for miscellaneous mail processing (i.e. data entry notes in MI; sending insurance updates to Revenue Cycle Systems Coordinator for processing)
- Serves visitors by greeting, welcoming and directing them appropriately
- Directs visitors by maintaining employee and department directories
- Handles and routes incoming calls and assists accordingly providing excellent customer service
- Date stamps, create date batches & assign batch numbers to all correspondence
- Sort and review each piece of correspondence by charge line and denial code
- Input denial codes on accounts, taking adjustments when appropriate. Enter notes on patient accounts, transferring accounts as appropriate to Senior Manager of Patient Accounts
- Determine if correspondence needs to be tagged for further investigation, selecting only approved message codes from internal procedures
- Separate and review all claim forms for completeness and accuracy; separate claims by primary, secondary and Worker’s Comp; batch claims according to payer and mail
- Stay current on any claims that can be transitioned to electronic format, for both receipt by STRG and return to payer
- Place note in billing system documenting the combining of EOBs with secondary claims and medical reports with Worker’s Comp claims
- Keep Director and Senior Manager informed of any consistent or recurring discrepancies; make suggestions for process improvement to avoid recurrences
- Accepts assignments to many unique, routine and/or special requests. Projects may be requested by members of the leadership team, with final approval by Director or CEO.
- Maintain strict confidentiality of patient protected information
- Responsible for coordination of document shredding schedule/pickup
- Acts as point of contact for certified mail/deliveries requiring signature, to include subpoenas (must adhere to internal policies regarding steps/processes/appropriate notifications)
- Responsible for reception area tidiness
- Responsible for processing of archived documents for shredding, as directed
- Responsible for daily “office rounds” to ensure copiers have paper, shredders are emptied/have bags, breakroom supplies are stocked (including paper towel dispenser).
- Responsible for weekly “check” of storage area and mail/supply room to ensure tidiness
- Prep refund checks, to include stuffing envelopes to be mailed (twice per week)
- Will perform daily courier duties, to include daily post office rounds and ad hoc delivery requests (legal documents, supply runs, holiday deliveries, FedEx drop offs).
- Responsible for inventory, ordering, distribution of office supplies, to include delivering cases of paper to office copiers.
- Responsible for daily posting, supply ordering and requesting maintenance of postage meter. Will work collaboratively with accounting on postage meter needs.
- Responsible for ordering, picking up break room/employee/physician supplies
- Acts as backup for Building Maintenance Requests submission
- Acts as “second” Fire Marshall, assisting Director regarding office evacuation for fire drills, etc.
- Responsible for review and distribution of incoming documents via E Faxes – Exec, CSR & Payment Processing
- Responsible for set up and breakdown for holiday/office celebrations (table/chairs set up)
- Performs other duties as required/assigned, as directed by Director and/or CEO
Supervisory Responsibilities: None
Experience / Skill Requirements:
- Must have demonstrated ability to manage multiple projects simultaneously, positively handle contacts with the public, effectively coordinate and maintain workflow systems that accommodate rapidly changing priorities
- Must be adept at using software for word processing, spreadsheets, graphics, etc. (ex.: MS Outlook, Word, PowerPoint, Excel, and Visio)
- Must be adept at using medical billing software & varied practice management systems (PMS)
- Must be adept and reading/understanding Explanation of Benefits (EOB) forms and claims
- Minimum of three years of experience working in a medical billing environment
- Must be resourceful with various software and hardware technology to maintain office needs and resolve basic operation issues within the Administrative office
- Excellent written, verbal, presentation and interpersonal skills
- Able to work in a fast-paced collaborative but collegiate environment while maintaining duties
- Exceptional Customer Service
- Problem solving and decision making
Education: High School Diploma or GED
Attendance / Work Schedule:
Maintaining and satisfying minimum attendance requirements is an essential function of this position, including working all full-time regular hours as established for this position and scheduled or emergency overtime. Full-time regular hours are defined as Monday through Friday, with after-hours or weekends as required. All employees in this job classification are required to satisfy this requirement. This job classification does not include "light duty" work or allow unpredictable or unrestricted absences.