Administrative Assistant II

Job Details

Responsibilities and Duties

• Operate independently in a clinical setting, including providing front desk coverage and function as the primary contact for patients inquiring about services at the Hearing & Balance Center. Use Medical Practice Management (PM) system to schedule routine and specialty appointments for Hearing & Balance Center and assist with scheduling appointments for the Speech & Language and Occupational Therapy Centers as needed. Receive external and internal inquiries via phone, email and in-person, and triage, as necessary.
• Collect detailed background, demographic and insurance information for patients inquiring about services. Maintain waitlist for patients seeking appointments for upcoming semester. Assist with verifying insurance information, obtaining prior authorizations, and verifying benefits as needed. Provide support to office staff with tracking and obtaining updated annual patient forms. Scan medical documents into medical health records. Assist Clinic Coordinator with review of unpaid claims as needed.
• Track LASH applications for reduced hearing aid program, maintain up-to-date database of Lion’s Club Sight and Hearing (LASH) applicant pipeline to monitor progress through approval process, and communicate with LASH representatives to facilitate timely approvals of LASH applications.
• Independently communicate with internal and external contacts in-person, electronically and by phone. Provide support to multiple program centers by supplying external customers with information regarding the offered programs. Answer calls, direct patients to appropriate departments, and handle inquiries. Assist patients dropping off hearing aids for repairs and purchasing hearing aid accessories.
• Mail or e-mail patient medical records through secure methods. Communicate with other medical facilities to obtain patient records in a secure manner. Monitor and respond to e-mails coming to clinical center mail drops.
• Communicate with patients by phone and e-mail to verify upcoming appointments, provide directions, give parking instructions, and obtain additional information needed for upcoming appointments.
• In partnership with the IWB Technology Coordinator, manage the Hearing Conservation Program, including tracking all appointee requests, communicating scheduling with appropriate providers, triaging day-of needs (appointment sign-in, paperwork, etc.), and follow-up with providers on attendance and outcomes.
• Greet patients and visitors to the IWB. Perform general office duties to support clinical operations, including assisting patients with completing forms and assisting clinical graduate students with copies and materials needed for upcoming appointments. Prepare and/or create reports, correspondence forms, and other materials. Create and update resource center and other information on Blackboard as needed.
• Collect patient fees for services and programs. Enter daily deposits into the University deposit management system.
• Manage the department procurement card and facilitate all clinical purchases. Submit monthly expense reports in compliance with all University standards.
• Assist with coverage of front desk at second location as needed and support the Institute for Well-Being and College of Health Professions with other related duties as assigned.

The work schedule for this position may include evening hours as needed.

Qualifications and Skills

Required Qualifications:

• High School Diploma or GED
• Three years of experience providing administrative support.

General knowledge of and skill in the practical application of generally accepted office practices and procedures. Ability to communicate effectively both orally and in writing. Ability to proofread and edit written documents. Skill in various computer software packages, such as word processing, spreadsheets, database and presentation programs, Internet, email, and calendaring software. Ability to understand and follow oral and written instructions. Ability to interact effectively with internal and external parties in a courteous and efficient manner. Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.

Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

Preferred Qualifications:

• Minimum of one-year experience in a medical setting and knowledge of clinical practices
• Working experience with systems such as Medical Billing Software, Practice Management System, University Procurement Card System and Blackboard
• Demonstrated experience in medical billing, medical coding, medical terminology, insurance plans, and claims terminology.
• Familiarity of business office procedures.
• Ability to work independently and in a team environment.