Office Assistant

Schedule: Day Shift.  40 hours weekly.  8:00am – 5:00pm

Primarily located at the Richmond location with some travel to outreach locations as needed.

About the Position
Under the direction of the Provider(s) and Practice Supervisor/Manager, the Office Assistant performs all front office duties including answering the telephone, scheduling patient appointments, performing check-in and check-out functions, and maintaining patient medical records. This individual works hand-in-hand with the Provider(s) and Practice Manager to achieve quality outcomes for the patient.

Overview of Responsibilities

• Answer and triage incoming telephone calls, responds to questions, takes appropriate messages, schedules patient appointments or transfers caller as necessary.

• Maintains appointment schedule by scheduling patient based on urgency, length of exam time required, and/or convenience of patient.

• Confirms next day patient appointments by contacting patient reminding of appointment time, maintains correct availability of days and rescheduling as soon as possible.

• Greets patients as they arrive.

• Collects patient co-payments.

• Verifies patient and insurance information following RHPA guidelines. All information to be accurately updated in EPIC.

• Updates chart with copies of current insurance card and patient registration forms.

• Prepares new patient charts as appropriate.

• Pulls chart, attaches patient superbill when applicable and notifies medical assistant or other appropriate party that patient has arrived.

• Verifies insurance coverage, plan benefits coverage, and verifies patient signature on various insurance forms.

• Keep patients informed of delays and explain alternatives when possible.

• Coordinate the business schedule and office schedule for the Provider(s).

• Check out patient by collecting any additional payment due for services rendered if applicable.

• Enter CPT and ICD 10 codes, when appropriate.

• Record and post charges and payments daily, when appropriate.

• Balance cash drawer and prepare deposit for Practice Manager to take to bank.

• Assist patient with billing questions as capable and refer complex problems to the Practice Manager.

• Sorts, distributes, and files appropriate mail, lab results, and transcription, and other patient data via ICS/document management accurately according to timelines established by the practice.

• Process requests for medical records to patients, and other healthcare providers according to timelines established by the practice.

• Performs all duties respectful of confidentiality and safety of all patients, employees, and Providers.

• Adheres to established quality principles and standards established by Reid Health Physician Associates and Reid Health.

• Follows up with patients that canceled/no showed their appointment.

• Monitors patient portal, Payor Coverage Portal, and e-mails daily.

This list of duties and responsibilities is not intended to be all-inclusive and can be expanded to include other duties or responsibilities that management deems necessary. 

Education & Experience

• Required Experience: Six months previous clerical experience with a general understanding of insurance preferred, previous work experience in a provider office or medical related position, and knowledge of medical terminology.

• Required Education: High School Graduate or GED equivalent.