JOB DESCRIPTION

JOB TITLE: Administrative Lead

DEPARTMENT/DIVISION: Internal Medicine

STATUS: Full-time/Non-Exempt REPORTS TO: Administrative Supervisor or Practice Manager

POSITION SUMMARY:

The Administrative Lead will be responsible for coordinating the day-to-day functions of reception, scheduling, medical records, and other administrative departments. The Administrative Lead will serve as a resource to the staff, the doctors, as well as to the Supervisor.

DUTIES AND RESPONSIBILITIES

• Ensure proper staffing coverage in all administrative departments, including handling callouts and adjusting schedules as necessary.

• Reviewing physician schedules regularly to maximize capacity and verify correct scheduling.

• Collaborate with the Supervisor on projects and issue resolution to improve workflow processes throughout the department.

• Provide training to new employees and ensure staff is cross trained as appropriate.

• Provide support and mentoring to employees.

• Provide feedback to Supervisor regarding staff performance.

• Review each employee’s current process and re-educate staff as needed.

• Review call volume and quality to ensure patient calls are answered timely and appropriately.

• Assist with tracking department paid time off.

• Monitor and order office supplies as needed.

• Maintain cleanliness of the waiting room.

• Cover in clerical departments as needed.

Reception

• Obtain patient demographic and verify insurance information at each visit.

• Scan pertinent patient information into EMR including patient authorizations, recent labs delivered by patient, etc.

• Collect co-payments, including cash, checks, and credit cards.

• Schedule follow-up appointments, and inputting recall notices into EMR as needed.

• Ensure patients have all necessary paperwork for further testing.

• Obtain patient authorization for medical records release (HIPAA compliance).

• Identify and resolving minor patient billing complaints.

Medical Records

• Sort, scan, and file a variety of medical records and information such as laboratory and pathology reports, operative notes, and discharge summaries into electronic patient medical records in appropriate sections.

• Answer written and telephone requests for medical records or information; prepare records for release to patients and other providers.

Administrative – Other

• Answer phones to respond to inquiries made by patients, vendors, insurance companies and other medical facilities.

• Take clear and accurate messages on behalf of other departments.

• Respond to patient questions and needs.

• Edit, cancel, and reschedule appointments as necessary.

• For Internal Medicine, ensure that quality triages are addressed by staff in a timely manner.

• Other duties as assigned.

EDUCATION & EXPERIENCE

• Minimum of a High School diploma.

• Minimum of 2 years’ experience in an administrative function, with increasing responsibility.

QUALIFICATIONS & REQUIREMENTS

• Ability to organize and prioritize work and manage multiple priorities.

• Excellent verbal and written communication skills including letters, memos, and emails.

• Excellent attention to detail.

• Ability to research and analyze data.

• Ability to work independently with minimal supervision.

• Ability to establish and maintain effective working relationships with providers, management, staff, and contacts outside the organization.

• Ability to work independently on assigned tasks as well as accept direction on given assignments.

• Ability to maintain the highest level of confidentiality.

• Proficient use of Microsoft Office applications (Word, Excel, Access) and internet resources.

  Premier Medical Group is an Equal Opportunity Employer