Medical Assistant/Registration Representative

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As a Medical Assistant / Registration Representative, you will play a vital dual role supporting both the front and back office operations of our medical practice, ensuring every patient receives outstanding care from the moment they arrive to the time they leave. In this dynamic position, you will be responsible for a broad range of functions including patient registration, insurance verification, financial counseling, scheduling, and charge reconciliation, while also assisting clinical staff with patient preparation, office-based testing, specimen collection, and minor procedures.

You will serve as a key liaison between patients, providers, billing departments, and insurance payors, utilizing your exceptional customer service skills, clinical knowledge, and keen attention to detail to optimize patient flow and deliver a seamless, compassionate experience in a fast-paced, multi-task environment.

40hrs wk., Primarily Monday - Friday with Saturday rotation.

This position is responsible for performing secretarial, reception, medical assisting and initial patient needs assessment functions. Provides outstanding customer service and ensures a smooth patient flow process by providing services in admissions, financial counseling, billing, scheduling patients, paperwork completion, explanation of procedures, making of appointments, and conducts registration. Explains and obtains signatures on forms such as registration, medical history, Conditions of Admission, Financial Agreement, Advance Directive, and Hospital Grievance policy.

Receives referrals from physicians, obtains authorizations and calls insurance plans for verifications. At time of service is able to receipt cash and record accurately as well as enter charges and perform charge reconciliation. Also assists clinicians in providing medical care and in office testing as well as implementing and evaluating direct patient care.

Utilizes special knowledge, judgment and skills necessary to provide appropriate patient care. CORE FUNCTIONS1. Performs registration processes, verifies insurance coverage and obtains authorization notification.

Accurately documents information and performs data-entry to ensure maximum reimbursement. Obtains necessary signatures specific to patients' insurance plan. Calculates patient liability according to verification of insurance benefits.

Collects deposits and co-payments. Provides financial counseling for patients and their families by explaining financial policies and providing available resources for alternative payment arrangements. Assists patients and their families with completing financial documents when appropriate.2.

Serves as a liaison between the patient, billing department, and payor to enhance account receivables, resolve outstanding issues and/or patient concerns. Enters charges for services delivered and does daily charge reconciliation in a timely and accurate manner. Balances cash drawer at the beginning and end of the day and prepares daily bank deposit with necessary paperwork faxed to PBO.

Adheres to all billing procedures including preparation of Medicare billing at the end of the month within specific timelines.3. Responsible for scheduling of patients, families, procedures, and physician appointments. Assists in scheduling routine appointments within the medical practice(s) and external practices as necessary.

Assists in obtaining pre-certification, referrals, authorizations, prescriptions refills and other medical testing as necessary. Responsible for communicating test results to patient. Acts as a resource to clinician in order to provide optimal patient care.4.

Optimizes patient flow by using effective customer service communication skills utilizing kindness, tact and courtesy to ensure positive patient response to service. Demonstrates proactive interpersonal communications skills when relating to internal and external customers. Uses discretion and is attentive to issues of customer confidentiality.

Demonstrates skills in pro-active resolution and attempts to resolve scheduling conflicts.5. Provides support to include, answering the phones, returning phone messages, pick-up/prioritizing/distributing mail, completing purchase requests, ordering supplies/forms, coordinating/scheduling meetings, maintaining and re-stocking exam rooms and lobby. Monitors inventory including medication/injectables and immunizations, i.e., expired medications, recalls and patient tracking.

Responsible for the medical records for the assigned area. Ensures medical records are pulled and ready daily. Initiates obtaining needed records from hospitals, practices, and other ancillary departments.

Follows guidelines and assists in developing procedures to ensure that medical records are in compliance with all state and federal laws.6. Prepares patient for exam and treatment by taking and recording vitals signs, symptoms, medication list, symptoms and other necessary measurements and recording chief complaint. Reports condition of patient which may be indicative of changes of the patient’s condition to the clinician.

Assists providers with exams and minor office procedures and acts as a chaperon if needed.7. Performs office-based testing and treatments related to patient care under supervision of a clinician. Performs and records daily/monthly quality control on all office based testing and treatment.

Maintains a log book of results and lot numbers. Collects and prepares specimens for laboratory testing including phlebotomy. Uses universal blood and body fluid precautions at all times and personal protective equipment as needed.8.

Maintains a clean, functional environment including cleaning and disinfection of equipment, exam rooms and storage areas. Disinfects equipment and instruments using appropriate solutions following sterilization procedures through Materials Management. Follow’s manufacturer’s recommendations and OSHA guidelines of handling hazardous substances.

Performs and records daily/monthly quality control on all equipment.9. This position works under the direct supervision of the providers, following established procedures. Uses established knowledge and problem-solving skills with to work independently in a fast paced, multi-task environment.

Responsibility for ensuring efficient coordination of billing processes, financial counseling, client scheduling, maintaining and handling of documentation, and patient flow. Interacts with all levels of staff internal and external, including patients and their families, physician offices, third party payors, vendors, clinical staff, ancillary staff, therapist, nurses and case managers. Also interacts with physician in order to report and ask for or clarify information.

Prioritizes data from multiple sources to provide support for the response of the patient and family in changes in health status. Primary responsibility is to main department assigned, however cross-over and assistance to other departments is required.

High school diploma/GED or equivalent working knowledge. Must be a graduate of an Accredited Medical Assisting Program and/or Certified Medical Assistant with experiential training in medical front office and insurance billing procedures. Active Medical Assistant Certification is required.

Certification or additional training must meet the requirements for Meaningful use. BLS certification required. Active Medical Assistant certification such as: Registered Medical Assistant (RMA) and proof of current membership from American Medical Technologists (AMT) Certified Medical Assistant (CMA) and proof of current membership from American Association of Medical Assistants (AAMA) Certified Clin