Medical Administrative Assistant

Job Description

Job Description

The Administrative Assistant at Men’s Health Boston (MHB) performs duties supporting the administrative operations of the practice. The Administrative Assistant is largely responsible for appointment confirmation, scheduling/rescheduling, mail/faxes, clinical scanning, medical records and answering phone calls/voice messages.

It is imperative for MHB employees to possess a positive attitude at all times. Patients must be greeted and spoken to with a smile. MHB staff must be aware of all responsibilities assigned to him or her and able to self-start on tasks.

Principal Duties and Responsibilities

The Administrative Assistant at Men's Health Boston is responsible for the following:

1. Manage telephone calls, patient portal messages, emails, and other inquiries. Assume responsibility for each message, determining nature and urgency, and relaying messages to physicians or designates and following through quickly, efficiently and appropriately.
2. Obtaining and returning all voice messages, emails and letters.
3. Read and respond to all info@ emails
4. Sort and prioritize incoming faxes, emails, and other forms of clinical correspondence. Attach appropriate correspondence to the patient record for review and scan documents in to the patient’s medical record. Follow through on correspondence requests with providers as necessary.
5. Schedule appointments accurately and coordinate appointments outside of MHB as required. Provide appointment follow-up information to patients and coordinate patients’ plans of care per provider instructions.
6. Manage process for medical record releases, including sending clinical notes to patients’ other providers.
7. Draft Letters of Medical Necessity and other correspondence as needed.
8. Cancel and/or reschedule visits as required by the provider schedule
9. Assist with Benefit Investigations for Testopel, Aveed and Xiafled by completing the necessary paperwork with the patients upon checkout.
10. Follow-up with no-show patient appointments by calling to reschedule.
11. Daily mail drop-off
12. Back up other administrative positions as requested
13. Report any issues or concerns directly and immediately to the Administrative Lead
14. Understand the revenue cycle as it pertains to insurance and patient accounts, such as obtaining referrals, co-pay collection, billing, and co-insurance, deductibles, and balances for non-covered services. Able to answer basic questions that patients might have about their account and/or account balance including accounts which have been transferred to external or internal collections.
15. Serve as the primary point of contact for providers for administrative issues, including triaging outboxes and scanning administrative documents, such as outside medical records.
16. Perform other duties as required or assigned.

Required Skills, Abilities and Competencies

1. Must have high-school diploma (additional medical office education preferred, but not required).
2. Prior experience with eClinicalWorks and/or urology preferred, but not required.
3. Intermediate understanding and use of medical terminology and understanding of insurance processes preferred, but not required.
4. Phone Skills: Ability to use phone system (answer calls, put on hold, transfer, screen), handle complex calls requiring clinical information gathering, triage with detailed, clear, and accurate information.
5. Verbal Skills: Ability to articulate detailed information regarding the services provided by Men's Health Boston. MHB staff members are expected to achieve an advanced level of understanding around the services provided at MHB.
6. Computer Skills: Intermediate computer skills necessary with the ability to use designated applications. Must be able to enter data quickly and accurately with a strong attention to detail.
7. Organizational Skills: Ability to manage multiple tasks effectively, follow established protocols, and work within designed systems.
8. Exceptional customer service and people skills with the ability to stay calm in any situation and recognize when someone (patients or clinicians) are require assistance. Must have a desire to proactively work to resolve any issues that may arise. A high level of professionalism with regards to customer service and confidentiality.