Administrative Retinal Assistant

Essential Job Functions:

• Coordinates paperwork and medical record charts.
• Directs patients to other services as needed.
•  Bringing to the attention of Lead Technician issues such as patient concerns, etc.
• Assists with mailing physician dictation  and no show letters
• Takes messages; create tasks for Technician-On-Call (TOC), and doctors as needed.
• Cancels and reschedule appointments as necessary
• Advise patient of any special instructions and directions as directed.
• Schedule patients for subsequent diagnostics or procedures (VF, OCT, photos, lasers.)
• Facilitates communication with outside physicians (consultants, referring, and primary care.)
• Assists in returning patient telephone calls by the end of the day.
•  Send Fast Faxes.
• Make copies as needed.
• Review TOC logs for completeness, close out as appropriate.
• Under physician guidance, complete e-prescription refills.
• Assist in tracking lab/diagnostic tests and placing documentation in chart.
• Track consult requests and follow-up with patients to insure consult is obtained. Place written consult results on front of the chart for physician review and sign.
• Monitor the physicians’ and optometrists’ office and surgery schedules.  Communicates issues that arise, i.e. overbooking errors, need for template changes, with appropriate personnel and management team.
• Support the physician’s surgery schedule  to insure readiness of charts several days prior to surgery
• Provides and documents financial counseling to patients when appropriate.
• Maintains accurate surgical schedule for surgeons as outlined in company standards and guidelines. 
• Communicates with patients regarding: 
  Scheduling, pre-op and post-op testing and visits, Insurance Benefits, Surgical Consents, Facility Ownership Disclosure, Transportation Requirements, Financial Responsibilities for In-network/Out of network charges, Completing notice of exclusion from Medicare/Health Plan benefits for non covered services, Capital One Financing options
• Return all patient phone calls within 4 hours.
• Maintain communication with patients and properly document all conversations as outlined in company standards and guidelines.
• Keep a log on all pending surgery patients
• Acquire all surgical clearance in a timely manner.
• Keep the doctor updated on any delays or concerns regarding a pending surgery.
• Utilize EMR tasking when notifying doctors and staff.
• Coordination of all emergency add-on surgery patients.
• Contacts facilities for scheduling as outlined in company standards and guidelines. 
• Arranges for pre-op testing as needed as outlined in company standards and guidelines. 
• Schedules pre-op visits as outlined in company standards and guidelines (emergent procedures only). 
• Verify all insurance plans/benefits.  Re-verify insurance within the same calendar month as date of surgery, if scheduled prior. Accept co-payments, co-insurance amounts and deductibles for MEC and MES.  Maintains 5% or less error rate (emergent procedures only).
• Check pre-certification requirements on all patients as outlined in company standards and guidelines.
• Submit predetermination of benefits letters for medical necessity as outlined in company standards and guidelines.
• Enter accurate alerts in Nextgen regarding benefits and payments/payment intentions.  Maintains 5% or less error rate.
• Submit full and completed paperwork to ASC as soon as possible.  Maintains 5% or less error rate.
• Follow Add-on/Schedule change guidelines for all cases scheduled 1 week prior to surgery.  Maintains 5% or less error rate.
• Review of cases and submission of payment log 1 week prior to surgery for payment.  Maintains 5% or less error rate.
• Cross train with co workers to prepare for time off and provide clinical coverage for team mates.
• Maintains patient confidentiality at all times. 
• Attends required meetings. 
• Ability to speak, understand and write fluent English
• Knowledge of correct grammar, spelling and punctuation
• Proficiency in alphabetizing and spelling 
• Ability to write legibly
• Ability to calculate mathematical formulas.
• Reviews appropriate reports on a regular basis as outlined in company standards and guidelines.
• Actively participate in all quality improvement efforts initiated by MEC

 

Duties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

Competencies

 

• Ability to communicate in a calm, orderly, and non-threatening manner
• Ability to work with interruptions and to manage multiple priorities 
• Ability to multi-task
• Good organizational and time management skills
• Must possess strong customer service and interpersonal skills to interact effectively with patients and insurance company representatives.
• Exceptional human relations skills
• Creates a trustworthy and comfortable environment for patients 
• Communicates effectively with patients that have special needs 
• Can work with interruptions and to manage multiple priorities
• Does not engage in gossip, and non-productive behavior as outline in the company handbook
• Requires considerable attention to detail.
• Good voice quality and a friendly voice tone.       

Minimum Education Requirements

• High school diploma or GED required.

• College degree highly desired.

   

Minimum Background Requirements

Two years previous experience or training in this or similar position in a medical practice.

Minimum Demonstrated Skills

• Proficiency on a PC
• Proficiency using a photocopier
• Proficiency handling multiple telephone lines
• Proficiency using a fax machine
• Proficiency using adding machine