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Administrative Support Specialist

2 months ago

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

SUMMARY:

The Administrative Support Specialist plays a crucial role in ensuring the seamless operation of the department by performing various clerical duties. This position provides essential assistance to the department and supports the primary administrative personnel.

POSITION REQUIREMENTS:

  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 all clinical inquiries to the appropriate medical professionals in accordance with clinic policies.
  5. Utilize instant messaging or other departmental communication tools to reach clinical staff for urgent matters.
  6. Return all calls within one business day, prioritizing urgent matters for immediate response.
  7. Deliver accurate messages to staff and ensure physicians are informed of referral requests.
  8. Handle incoming faxes and dispatch outgoing faxes as required on a daily basis.

Additionally:

  1. Register new patients and coordinate appointment scheduling.
  2. Verify and enter demographic and insurance details accurately.
  3. Utilize electronic health record systems to register patients when information is received through the patient portal.
  4. Process incoming referrals in line with clinic and departmental guidelines.
  5. Evaluate the necessity of referrals based on patient insurance coverage.
  6. Confirm that the patient's insurance is with a contracted provider.
  7. Schedule appointments and provide patients with necessary information to prepare for their visits.
  8. Notify patients and referring physicians regarding missed appointments.
  9. Document cancellations in patient records appropriately.

Furthermore:

  1. Complete pre-certification processes as needed.
  2. Accurately fill out benefit forms.
  3. Engage with insurance carriers online or via phone as required.
  4. Coordinate with financial counselors and assist patients in navigating financial inquiries.

PHYSICAL REQUIREMENTS:

This role requires the ability to perform ordinary ambulatory tasks, including visiting various locations, standing, walking, stooping, kneeling, and lifting light to medium weights ranging from 10 to 50 pounds. Good hand-eye coordination and dexterity are essential, as well as the ability to sit, reach, communicate, and hear effectively.

PREFERRED QUALIFICATIONS:

  1. An associate degree in medical office administration or a related field.
  2. A minimum of 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 CHARACTERISTICS:

  1. Excellent interpersonal skills.
  2. Highly organized and detail-oriented.
  3. Commitment to maintaining confidentiality.
  4. Strong service orientation.
  5. Ability to empathize and relate sensitively to patients.