MH Administrative Assistant II - Brown University Health

Works closely with the departmental supervisors and director to ensure smooth operations; Develops and monitors records and reports that are used by supervisory staff and director to improve quality of services within the department

Communicates with Medical Records and Billing Departments to ensure coordination in reimbursement.

Is responsible to monitor changes in third party reimbursement and institute appropriate departmental changes

Appropriately handles/resolves patient billing issues

• Utilizes hospital provided word-processing software to produce quality documents in a timely manner.


• Answers routine inquiries and directs other inquiries and requests as appropriate. Routes incoming and outgoing communications as necessary.


• Prepares charts for clinicians ensuring that all information is complete (i.e.: MD order insurance referral case history strobe reports for voice clients).


• Maintains required insurance authorizations for all patient visits notifying clinician of any changes in status.


• Stays abreast of changes in insurances and updates authorization processes as necessary.


• Assists in effectively organizing workflow of multiple area projects and tasks.


• Organizes maintains retrieves and disseminates information in accordance with office procedures. Ensures outstanding issues and pending matters are brought to closure.


• Initiates and maintains scheduling and calendars for one or more individuals.


• Efficiently reschedules appointments as needed to fill in slots.


• Confirms evaluations within defined time frames.


• Initiates and practices constructive confrontation exercising considerable discretion keeping open channels of communication in dealing with co-workers and supervisors.


• Accurately enters daily billing.


• Prepares original written documents as outlined by management/staff for review and revisions.


• Sets up organizes and maintains ongoing systems (i.e. tickler files small databases record-keeping systems) to ensure efficient office operations.


• Performs assigned tasks as requested.


• Appropriately handles money transactions/receipts and deposits.


• Maintains equipment in good working order orders supplies as appropriate and keeps work area neat orderly and safe.


• Identifies cost saving and performance improvement opportunities.


• Ensures that appropriate information is gathered and prepared for reports forms and correspondence for the department and management staff in an accurate and timely fashion.


• Organizes and maintains workflow patterns procedures and equipment that streamlines the clerical process of the department and provide for maximum efficiency.


• Appropriately schedules patients and manages associated information to bring about desired results.


• Investigates and resolves complaints of patients and physician regarding relevant office functions. (i.e.: billing issues/scheduling).


• Demonstrates ability to analyze situations identify trends track to root cause and implement short- and long-term solutions.


• Ensures that all office staff acquire & maintain applicable skills for effective efficient office routines.


• Maintains open communication and coordination with Billing and Medical Records Departments.


• Demonstrates respect and regard for the dignity of all patients families visitors and fellow employees to ensure a professional responsible and courteous environment.
  
  
  
  1. Commits to recognize and respect cultural diversity for all customers (internal and external).
  
  
  2. Communicates effectively with internal and external customers with respect of differences in cultures values beliefs and ages utilizing interpreters when needed.
  
  
  
  


• Performs other duties as assigned

Management of Time and Resources:

• Completes work assignments within an acceptable time frame.


• Uses time and resources to the best possible advantage for successful completion of job responsibilities.


• Develops and maintains efficient working relationships.


• Is reliable in respect to attendance.


• Is Reliable in respect to punctuality.


• Recognizes the importance of team efforts and partners with others to achieve positive outcomes.


• Ability to multitask and manage deadlines solid organizational skills particularly strong attention to detail

Quality:

• Is part of a team effort to ensure quality services.


• Offers creative solutions or alternatives to issues or concerns.


• Produces quality results.


• Continually strives to improve the quality of work.


• Accepts responsibility for all work performed and takes appropriate corrective action as needed.

Knowledge:

• Billing/ reimbursement knowledge and experience


• Computer Knowledge/experience


• Strong written and oral communication skills.


• Is responsible for ongoing development of his/her work skills through the use of available resources (i.e. inservices formal educational programs other work groups and on-the-job training).


• Attends and participates in staff meetings and inservices and/or reviews documentation as required.


• Assists in the orientation of others and actively participates in mentoring.


• Performs analytical and decision-making functions with minimal supervision.


• Recognizes and seeks assistance/consultation when appropriate.


• Demonstrates an understanding of relative Hospital and all-departmental policies and procedures including safety issues.


• Possesses awareness of programs/services provided by Hospital and where they are located.

Customer Service:

• Is cooperative in interactions treating customers with courtesy respect and compassion.


• Is patient when responding to questions and answers questions appropriately.


• Responds to requests in a timely manner.


• Handles interruptions in a skillful way.


• Maintains a professional appearance and demeanor.


• Strives to prevent/resolve customer concerns to the customer's satisfaction.

EDUCATION:

High school diploma or equivalent