Medical Administrative Assistant I

Superior Case Management, LLC

31000 Telegraph Road, Ste. 250

Bingham Farms, MI 48025

Cell: (313) 550-9418, Phone: (248) 712-6800, Fax: (248) 712-6798

ADMINISTRATIVE ASSISTANT I (SOUTHEASTERN MICHIGAN)

Superior Case Mgmt. is looking for an Administrative Assistant to work with a close knit organization that is team oriented. We work with individuals whom have been involved in motor vehicle accidents whom have suffered a traumatic brain injury and/or spinal cord injury. We coordinate their care as it relates to the motor vehicle accident. We are looking for an individual(s) with experience working in a medical setting such as a doctor’s office. Must have experience with medical billing and working as a medical secretary. This position is W-2 based. Must be able to work part-time with a strong possibility of turning into a full time position. Employee must have experience with medical billing. Must be responsible, reliable, be able to manage time accordingly, have a good working knowledge of how to read and understand medical records which include, but is not limited to hospital records, doctors from numerous specialities (G.I./Ortho/Neurosurgery/Neurology/Podiatry/Physical Medicine & Rehab., etc),  must have excellent writing skills. Individual must be trainable and adaptable to our vision and work ethic.

Core Job Description:

• Tracking: Must be able to track all client disability certificates (expiration dates/renewal dates), track and schedule all client appointments on calendar. Complete monthly client appointment letters.
• Request: Must be able to request and track all requested medical records. Create Letters of Records to be forwarded to pertinent team members (Adjusters/Attorneys).
• Writing: Must be able to write proficiently (college level) and assists Case Managers with writing/editing injury/treatment sections of the monthly progress reports. Must be able to complete pre-initial assessment reports when boarding new clients.
• Billing: Must be able to bill medical record requests, bill daily notes/contacts, and bill monthly progress reports. Must maintain a spreadsheet of all outgoing/incoming invoices/checks. Must have knowledge of medical software programs.
• Coordinate: Must be able to coordinate appointments according to location(s). Be willing to work with transportation providers, Attorneys, Insurance Adjusters, DME providers, doctors offices, therapists, and employers.

1. Provide clerical support to in-office staff, such as filing medical records, answering phones.

2. Develop and maintain confidential electronic and/or hard copy files, this includes, but is not limited to charts/spreadsheets, and medical records.

3. Answer and direct phone calls. Follow-up with Attorneys, Insurance companies, and providers clients in a timely manner.

4. Maintain contacts, updates provider lists, update demographic information as needed in billing program, update medication logs, and keep up with the expiration dates of the disability certificates, and complete new patient documentation when necessary.

5. Produce and distribute correspondences such as faxes, emails, initial appointment letters, monthly appointment letters, case file summaries, introduction letters to insurance carriers, and medical records.

7. Handle sensitive information in a confidential manner, meaning what happens within the business, stays within the office.

8. Take accurate notes at staff meeting, when meeting with new clients, as well as when working out in the field. When meeting with new clients, be able to complete pre-initial assessments.

9. Be able to create documents and be very proficient using Microsoft Office, Excel and Quick Books.

10. Reliable transportation is needed daily in order to pick up medical records, records pertaining to the case(s), and potentially attend visits when needed. Must appropriate have car insurance with PIP coverage of at least 250,000.00

12. Be able to prepare and proof read reports (checking for grammatical errors, misspelled words, etc). Must have college level writing skills. Must have correct grammar and syntax. Must have excellent verbal and written communication skills.

13. Schedule daily appointments and transportation for clients. Call/text clients to remind them of appointments. Call doctor offices as well to confirm appointments.

14. Must have great organizational skills, as well as excellent time management skills, and have the ability to prioritize work.

15. Be able to work independently without having to be micromanaged.

16. Must be able to address clients appropriately by Miss/Ms./Mrs./Mr./Sir/Ma’am.

17. Be able to type 45-50 words per minute.

18. Assist and cover with client appointments if necessary. 

19. Must be knowledgeable with CPT, ICD-9, ICD-10 codes and billing

Skills:

• Strong Communication: Written, Verbal and Non-Verbal communication is crucial for interacting with clients, families, physicians, insurance adjusters and attorneys both in person and on the telephone.
• Problem Solving: Case Managers need to be able to identify and resolve issues that arise during the care process.  Ability to think outside the box.
• Organization: Managing multiple cases and coordinating various services at the same time.  Organization of self, desk, vehicle.
• Empathy and Compassion: Working with individuals facing challenges in many phases of their life requires empathy and a genuine desire to help.  Loving what you do; even on the bad days.
• Punctuality: Must be on time for work and on time for client appointments. Must turn-in paperwork on time.
• Good Appearance & Hygiene: Dressed appropriately for a client’s appointment. No body odor (smelling like cigarettes, too much perfume/cologne). Hair, makeup and nails look appropriate.
• Listening: Excellent listening skills with the ability to ask probing questions, understand concerns, and extract relevant and sensitive information in a professional and caring manner. Must be an active listener.
• Flexibility with schedule/time: Working assigned hours, with the option of approved overtime, comp time is also an option.
• Education: Associates Degree; knowledge of Auto No-Fault law.
• Computer skills: Knowledgeable in the Microsoft Office Suite and Google Apps.
• Transportation: Reliable transportation, automobile insurance, and a good driving records for the last 5 years.
• Ethical and discreet.
• Responsible and trustworthy.