Medical Administrative Executive Assistant

Medical Administrative Executive Assistant

 Job Overview

The Patient Medical Administrative Executive Assistant is the first-line main patient facilitator who schedules patients, directs incoming calls to the appropriate team members, expedites patient/provider requests, maintains the flow of correspondence and is responsible for the general management of the practice calendar.  He/she strives to improve the experience of our patients and their families by executing protocols and mission statement in all interactions with our patients, other providers and other vendors with whom they may deal with.

Responsibilities and Duties

·         Primarily person responsible for proactively managing the surgeon’s work calendar and optimizing his schedule which may include scheduling vendors, other meetings, and telephone calls appropriately and reminding the doctor the day before/day of any important meetings/calls that are scheduled and moving any appointments based upon changes in his schedule/priorities

·         Maintain the connection to referring doctors by making sure our office notes are sent out to the providers. Works with the office manager to assist in the marketing/growth of the practice through scheduling meet and greet marketing luncheons with potential physician referral practices, coordination of roundtable discussion dinners and any networking-related function with the idea of expanding the practice. 

·         Primarily responsible for answering phones and screening and directing calls and messages appropriately and following up on pending items

·         Ensuring that all patient requests are taken care of in a timely manner (e.g. If a medical office calls for an RX renewal of PT please fax script within 24 hours)

·         Responsible for management of Dr. Chrono message center/addressing/tasking all faxes that come through and attaching them to respective patients charts with the correct labels

·         Communicating with providers regarding patient requests they are unable to handle and following up with patients

·         Addressing all incoming faxes for medical records – medical records must be sent out by Friday end of each week.  Medical records sent by patients via Fed Ex must be acknowledged to patient and put on the calendar. Records to be scanned into chart

·         Check eligibility before patient’s appointments at least one or more days prior to the appointment with a print-out scanned in Dr. Chrono

o   Keep staff notified if a patient has high deductible

·         For any new patients: googling patients for noteworthy flags either positive or negative, doing a full wallet biopsy and entering referring doctor information into Dr. Chrono

o   International patient’s need to be properly scheduled in a timely fashion no more than 15 days from first phone call

o   VIP patients or patients requiring more urgent appointments to be discussed with a clinician to be fast-tracked on the schedule

·         Works on various projects as directed by the office manager and the providers and suggests/implements agreed upon plans to institute to help enhance the patient/provider experience (e.g. new patient forms, etc.)

·          Keeping tracking log of all diagnostic studies ordered and the action/follow-up on each—follow-up appointment to be made to review the study, follow-up phone call, etc. to keep the patient in the loop and track all patients’ studies

·         Responsible to obtain authorization for any radiology studies ordered and coordinate with the respective radiology facilities for any other more involved radiology procedures (e.g. MRI’s under GA, CT myelograms, etc.)

o   Input authorization number into the authorization section in Dr. Chrono for the respective patients’ chart and scanning the authorization document in

o   Responsible to obtain WC authorization for PT/OT requests, durable medical equipment, etc.

·         Scanning all CD’s into Ambra.  Mailing CD’s back to the patients once verified they are properly uploaded.

·         Verifying and confirming all patient appointments 48 hours prior to their scheduled office visit

·         Scanning all documents into the appropriate Dr. Chrono chart (e.g. IME reports, radiology reports, injection records, etc.)

·         Assisting patients with check-in during office hour days and ensuring that all information is entered into EMR before the patient is seen 

o   All patient insurance(s) must be entered correctly. Please make sure that the correct payor ID is listed, primary and or secondary/tertiary insurance are inputted

o   W/C please make sure we have the carrier name, address, date of accident, adjuster, carrier case number, WCB number, No Fault- please make sure NF3 is signed and attorney information is obtained

o   Collecting payments for office visits at the time of the appointment

·         Coordinates attorney depositions send out physician's engagement agreement for expert testimony- Subpoena’s must be sent out immediately within 24 hours.

·         May provide cross coverage to the OR coordinator if needed

·         For any patients, verify if a patient is an existing patient from Sinai or a patient seen in the hospital for consultation and copy all records, office notes, OP notes, etc. from the Sinai Spine Drive/EPIC into the NeuroSpine drive/Dr. Chrono /all radiology films in the Sinai Spine drive must be uploaded into Ambra

Qualifications

Education level:  Associate degree required. Bachelor’s degree preferred

Experience: 3 years of working in an administrative assistant role