Office Support Specialist

Performs a wide variety of administrative, secretarial and clerical duties which directly support the overall operations of the department. Assignments are characterized by a high degree of knowledge and application of department policies, procedures and operation.  Incumbent is expected to interpret and execute the duties and responsibilities of the job with only limited supervision and direction.  Position is characterized by the ability to prioritize and organize multiple assignments. Incumbent may be expected to shift primary assignment and or location as needed in accordance with schedules and staffing needs. Arranges for efficient and accurate collection of information for orderly registration of patients.  Collects and distributes patient information, billing information, and collection information.  Makes patients aware of hospital policies and procedures.  The duties of this position require the exercise of courtesy in speaking with patient and others to maintain sound community relations.

The Office Support Specialist II performs a variety of tasks to support the Center for Perinatal Medicine operations at Northside-Atlanta, Alpharetta, Cherokee, Forsyth, Gwinnett, and Midtown campuses.

1. Call Handling

• Answer incoming lines
• Handle or transfer call as appropriate
• Schedule patient appointments

2. Patient Appointment Scheduling

• Schedule new and follow-up patient appointments
• Obtain patient demographics, clinical indications, referring physician and/or patient specific preferences as applicable
• Utilize print physician schedules to make appointments

3. Check-In / Check-Out:

• Welcome and greet patients upon Check-In / Check-Out
• Verify insurance and referring physician
• Update applicable changes in scheduling system
• Provide forms to patients for completion as well as procedure-specific brochure as applicable
• Schedule return visit

4. Chart Preparation:

• Obtain medical records, insurance referral, and referring physician order for upcoming visit
• Assemble packets for procedures
• Assemble patient charts to include applicable hospital forms, patient’s medical records, referring physician orders, and insurance referrals as applicable

5. File Room:

• Medical Report Distribution (Electronic Export / Fax, US Mail, Hand Delivery)
• Exporting (Northside H.I.S. & referring physicians)
• Delivery of reports for in-house patients
• File Management (Quality Review, Filing of Labs and Medical Reports, Purging of Records)
• Retrieve and sort mail daily, open and process as appropriate
• Transcription of medical reports, letters, or other physician correspondence

6. Charge Entry:

• Accurate account identification
• Selection of appropriate CPT(s) as indicated by physician or nursing personnel
• Enter / Cancel patient charges

7. Insurance / Precertification:

• Obtain insurance referral for upcoming visit
• Obtain insurance precert for hospital and physician billing group, for all applicable E&M and CPT codes
• Obtain and coordinate referral authorization to outside specialists
• Label and batch all precertification documentation for Northside’s Business office for scanning
• Retrieve account type and authorization for Observation and Inpatients receiving services at CPM from STAR Financials
• Forward charge sheet and business office face sheet to physician billing service

8. Quality Assurance

• Charge Capture Analysis
• Charge Entry Review
• Precertification Review
• Medical Chart Review

9. System Utilization

• Cerner – Scheduling, Report Retrieval, Daily Reconciliation
• McKesson Care Manager / Horizon Clinicals / STAR Clinicals – order / charge entry and cancellation
• ViewPoint – Ultrasound / Physician Reports
• STAR Financials – Patient account review
• Outlook Web, G/P drives, Northside Intranet, Internet (Business use only)
• Fusion Manager – Dictation Assignment / Search

10. Transport:

• Appropriate transfer of Inpatients
• Deliver / Retrieve instruments to / from sterile processing
• Courier lab specimens to the lab

11. Office Supplies / Maintenance of Facsimiles & Copiers:

• Responsible for inventory and ordering of office supplies and equipment
• Coordinates maintenance and repair.

12. Practices proper safety techniques in accordance with hospital and departmental policies and procedures. Immediately reports any mechanical or electrical equipment malfunctions, unsafe conditions, or employee/patient/visitor injury-accident to Manager.

13. Promotes the continuous quality improvement process in all daily service issues and problem solving opportunities.

14. Communicates regularly with departmental staff on daily basis and keeps management informed.

KNOWLEDGE SKILLS AND ABILITIES REQUIRED:

1. High school Diploma or equivalent.
2. Two (2) years clerical / secretarial experience.
3. Excellent communication and people skills.
4. Level of proficiency in the use and application of Microsoft Word and Outlook.
5. Must complete Revenue Cycle Training and pass test within 3 months

KNOWLEDGE SKILLS AND ABILITIES/LICENSE OR CERTIFICATION PREFERRED

1. Post high school education.
2. Prior physician practice or medical work experience.
3. Prior collections experience in a Medical Setting
4. Basic knowledge of insurance billing and collections procedures
5. CPAR or CHAA certified.