Office Assistant-OBGYN

General Summary

Under general supervision performs a variety of reception and clerical duties.

Greets, instructs, directs and schedules patients and visitors. Serves as liaison between patient and medical support staff. Responsible for the overall management of the scheduling of patient appointments in an efficient and timely manner. Responsible for maintaining confidentiality of patient information.

Performs routine, non-complex clerical functions such as obtaining, sorting, filing, retrieving and delivery of records, documents, forms, etc. Posts information to establish or complete records.

Supervision Received

Works under the direct supervision of the office coordinator or designee for daily operations.

Responsibilities and Duties

• Follows directions and instructions of physician or provider as it relates to patient care management.

• Greets patients and visitors in a prompt, courteous, and helpful manner.
• Checks in patients, verifies and updates necessary information in the medical record. Enters information into computer system. Assists patients with ambulatory difficulties.

• Asks new patients to complete the patient information form. Verifies that information is correct by examining patient insurance cards and personal identification cards. Copies cards for medical record.

• Routinely verifies demographic and insurance information for established patients and notes changes on computer and medical record documents.

• Responsible for scheduling appointments for patients. Maintains appointment scheduling system and follows office scheduling policies. Schedules, coordinates and reschedules patient appointments.

• Functions as a cashier, calculate patients' charges; collects money, issues receipts, posts charges and payments. Provides central billing and accounting with required documents.

• Responsible for the daily reconciliation of cash and balancing of the cash drawer. Provides central billing and accounting with appropriate documents.

• Prepares daily appointments schedule, charts and encounter forms.
• Responsible for the appointment recall and reminder system. Contacts patients by telephone to remind and confirm appointments.

• According to nature of call and practice protocols; directs calls, takes and relays messages, schedules appointments and handles inquiries.

• Files charts, documents, forms and other materials according to established classification; ie. subject matter, alphabetical, numerical, chronological.

• Responsible for the medical record system. Pulls charts for patient visits and telephone calls. Files incoming medical record documents on a timely basis.

Files medical records as needed.

• Sorts and delivers mail, medical records and correspondence.
• Assists in scheduling of surgeries, outpatient appointments and admissions.
• Responsible for completing miscellaneous forms such as non-financial insurance forms, return-to-work, or other forms as directed by office coordinator.

• May type or transcribe medical record forms or documents as needed.
• Maintains work area and lobby in neat and orderly manner.
• Assists in CQI activities by recommending specific ideas for improvement and working on CQI projects as requested.

• Performs other related duties as required.

Physical Demand and Working Conditions

• Work is of medium/heavy demand and requires sitting for long periods of time, stooping, bending and stretching.

• Dexterity to operate office machines.
• Talking and hearing for receiving patients, making and canceling appointments, and communicating with office staff.

• Visual acuity for filing, and reading in general office work.
• Contact involves dealing with sick people.

Minimum Entrance Requirements

Education And/or Work Experience

High school diploma or GED. Must have current Basic Life Support (BLS) certification or obtain within 2 months of employment and maintain throughout employment.

Knowledge, Skills and Abilities

Proficiency in grammar, spelling and punctuation.

Computer experience.

Ability to type accurately.

The ability to establish and maintain rapport with patients, physicians, staff, manager and contacts external to the practice.