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Administrative Support Specialist

2 months ago

Southern Pines, North Carolina, United States Pinehurst Surgical Clinic PA Full time

Job Type:

Full-time

Position Overview:

The Administrative Support Specialist plays a crucial role in facilitating the efficient operation of the department. This position involves a variety of clerical responsibilities aimed at providing essential support to the team and ensuring seamless communication within the organization.

Key Responsibilities:

Communication Duties:

  1. Manage incoming calls and process faxes efficiently.
  2. Respond to telephone inquiries promptly using established protocols.
  3. Assist patients with their needs and inquiries.
  4. Direct clinical questions to appropriate medical personnel as per established guidelines.
  5. Utilize departmental communication tools to relay urgent requests to clinical staff.
  6. Ensure all phone calls are returned within one business day, prioritizing urgent matters.
  7. Deliver accurate messages to staff and facilitate communication with referring physicians.
  8. Handle incoming faxes and ensure timely outgoing communications.

Patient Registration and Appointment Scheduling:

  1. Register new patients and manage appointment scheduling.
  2. Verify and enter patient demographic and insurance details.
  3. Utilize electronic health systems for patient registration as needed.
  4. Process referrals in accordance with clinic policies.
  5. Evaluate the necessity of referrals based on patient insurance criteria.
  6. Confirm that patients have insurance coverage with contracted providers.
  7. Coordinate appointment schedules and provide patients with necessary pre-appointment information.
  8. Notify patients and referring physicians regarding missed appointments.
  9. Document cancellations in patient records.

Pre-certification Responsibilities:

  1. Complete pre-certification forms accurately.
  2. Engage with insurance providers to verify benefits.
  3. Coordinate with financial counselors when necessary, ensuring patient support.

Physical Requirements:

While fulfilling the responsibilities of this role, the employee must possess the ability to navigate various locations within the facility and perform tasks that require standing, walking, stooping, kneeling, and lifting light to medium weights (10-50 pounds). Proficiency in hand-eye coordination and visual acuity for keyboard use is essential. Frequent sitting, reaching, talking, and listening are also required.

Preferred Qualifications:

  1. Associate's degree in medical office administration or related field.
  2. Two years of experience in a healthcare environment.
  3. Familiarity with ICD-10 and CPT-4 coding systems.
  4. Proficiency in Microsoft Office Suite.

Personal Attributes:

  1. Exceptional interpersonal skills.
  2. Strong organizational abilities.
  3. Commitment to maintaining confidentiality.
  4. Service-oriented mindset.
  5. Ability to empathize and relate to patients effectively.