Admin Asst Nonexempt

**General Summary of Position**
The individual in this position provides administrative and secretarial support to the department. Answers phones, registers patients, schedules appointments, posts surgical procedures, and coordinates insurance verifications and pre-authorizations. Manages calendars, coordinates travel, and assists with manuscripts and protocols. These functions are performed in accordance with all applicable laws and regulations and Georgetown University Hospital's (GUH) philosophy, policies, procedures and standards.

**Primary Duties and Responsibilities**
- Provides clerical support inclusive of typing, editing and copying of various clinical documents as well as manuscripts, protocols and presentations. Assists with preparation of presentations and other related documents for research and/or conferences. Provides support for Mortality & Morbidity meetings including accumulating data, preparing reports and preparing meeting minutes.
- Screens visitors and vendors, responds to routine requests for information/services, and /or direct visitors to appropriate staff. Coordinates academic related travel arrangements for physicians including flight, hotel accommodations, conference registration, itineraries and expense reimbursements.
- Coordinates administrative details related to responsibilities of Clinical Director including planning, preparing and compiling necessary information and materials for routine or special projects. Gathers and assists in compiling financial data, statistical data and reports for Administrator and/or physician as needed.
- Will search the Enterprise Access Directory (EAD) to establish if the patient is new or existing. Follows guidelines to avoid duplicate medical record assignment. Obtains and/or verifies complete demographic and insurance information from patient.
- Accurately enters complete demographics, insurance information and Financial Status Classification (FSC) / Hospital Patient Accounting Plan Code assignment into the approved organization electronic scheduling and billing systems.
- Obtains basic clinical information from patients/callers to determine the appropriate appointment type and provider to which the appointment should be booked. Identifies patient's insurance, ascertains GUH contract participation status (Par vs. Non-Par) and communicates contract participation status to patient.
- Determines referral requirements and is responsible for obtaining appropriate authorization/referral approval. Ensures all relevant data is entered into the Open Referrals Module. Links referral to the visit or updates Appointment Data Form (ADF) with Authorization / Pre-Certification number as appropriate or provides approved authorization/referral to the service provider.
- Schedules patient appointments using the approved organization electronic scheduling and billing systems, entering all required data elements as dictated by the GPG, GUH and departmental policies and procedures.
- Communicates referral requirements, patient's financial responsibility and other pre-visit information, as appropriate, including necessary procedures/examination preparations, e.g. NPO after midnight, according to departmental policies and procedures. Schedules surgical cases and admissions for the department. Communicates posting information to physician, nurse and administrative staff within the department, as appropriate.
- Communicates scheduling information, including information regarding surgical schedule, Georgetown University Hospital facilities, policies and instructions to patients and families.
- Answers incoming calls and provides information regarding services, referrals, etc. Using standard forms or Electronic Health Record (EHR) system, records messages from patients, referring physicians, pharmacies, and other clinical areas. Communicates with physicians and nurses. Prints and distributes provider schedules to clinical team/management/administration as appropriate.
- Verifies eligibility and conformance to GPG, GUH and departmental managed care requirements and contracts. Obtains insurance referrals and pre-authorizations. Submits all referral information to necessary providers, as appropriate. Assists with pre-authorizations of hospital admissions, procedures, medications and medical equipment.
- Maintains ongoing communication with insurance company to determine eligibility of benefits, deductible status, and to obtain precertification for office-based and other procedures.
- Educates and informs patients and families regarding verification status and issues related to deductibles, co-payments and balances. Responds to hospital staff and/or patient inquiries regarding referrals, authorizations and scheduling in an efficient manner
- Greets patients, responds to inquiries and assists patients with the completion of paperwork, ensuring all information obtained is complete and accurate. Validates patient identity by asking to see identification and/or validate the