Medical Office Coordinator

2 weeks ago

Chelsea, Massachusetts, United States Trinity Health - IHA Full time
Job Summary

We are seeking a highly skilled and detail-oriented Medical Receptionist to join our team at Trinity Health - IHA. As a Medical Receptionist, you will serve as the first point of contact for external customers, providing exceptional service and support to patients and families.

Key Responsibilities
  • Greets all individuals arriving at the office courteously and ensures their needs are met.
  • Obtains necessary patient registration information, verifies patient insurance eligibility, and prepares charts for visits in accordance with IHA protocols.
  • Accurately completes patient forms, collects payment, and ensures charges are posted to the billing system.
  • Retrieves and files EMR/paper charts and miscellaneous reports.
  • Answers telephone in accordance with IHA telephone etiquette guidelines, taking and relaying messages in a timely manner.
  • Schedules and confirms appointments based on office protocols.
  • Assists with reschedules of clinics and contacts patients, communicating with leadership when overbooks are not approved.
  • Sends out necessary New Patient paperwork via MyChart or mail.
  • Works the daily Work Queue (WQ).
  • May oversee daily payment and charge posting balancing and support overdue report management and patient outreach.
  • Monitors, organizes, and keeps the work area and waiting room neat.
  • Supports other offices, attends meetings, and training as assigned.
Additional Responsibilities

For those working in practices with Refugee Patient Populations, additional responsibilities include:

  • Provides intake for refugee population, prepares charts, schedules appointments, and ensures they are available on supervisor and provider schedules.
  • Communicates regularly and effectively with patients' service coordinators, service providers, and support personnel to ensure patients make medical appointments.
  • Responds to referrals of new patients in a timely manner.
  • Assists by providing common communication in patients' primary language other than English.
  • Coordinates translation services for high-risk communication, including medical information, advice, and patient plans from providers and clinical staff.
  • Serves as primary contact person for other staff regarding refugee patients.
  • Assists in entering demographic data on cases new to the practice into intake database, prepares monthly-periodic reports of intake service requests/actions, and extracts and analyzes data related to impact of intake processes on patient care, customer satisfaction, and related process and outcome variables.
  • Uses word processing software to create and update miscellaneous memos, forms, and signs to communicate with office staff.
  • Serves as back-up to Medical Reception team, as needed.
Requirements
  • High School Diploma or GED or between the ages of 15-17 with a valid work permit from their high school.
  • Course work in insurance/billing, medical practice education, or seminars are preferred but not required.
  • 1-2 years of experience in a medical or physician office or customer service environment preferred.
Essential Qualifications
  • Understanding of verification of insurances.
  • Excellent written, verbal, and face-to-face communication skills, including proper phone etiquette.
  • Proficient/knowledgeable in patient care procedures and organizational policies related to position responsibilities.
  • Service-oriented; responsive to customer needs and courteous in approach.
  • Proficient in operating a standard desktop and Windows-based computer system, including but not limited to, electronic medical records, Microsoft Word/Excel/Outlook, intranet, and computer navigation.
  • Ability to compute mathematical calculations to perform position responsibilities.
  • Knowledge of medical terminology to perform position responsibilities.
  • Ability to work collaboratively in a team-oriented environment; displays professional and friendly demeanor.
  • Ability to work effectively with various levels of organizational members and diverse populations, including IHA staff, patients, family members, vendors, outside customers, and couriers.
  • Ability to cross-train in other areas of practice to achieve smooth flow of all operations.
  • Good organizational and time management skills to effectively juggle multiple priorities and time constraints.
  • Ability to exercise sound judgement and problem-solving skills.
  • Ability to handle patient and organizational information in a confidential manner.
  • Ability to drive to other office/practice sites and meeting and training locations.

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