The Health Office Specialist Performs receptionist, scheduling, preliminary billing functions and general clerical duties. Prepares all purchase orders for department with input from other health office staff; maintains purchase order log; complies statistical data; monitors no show/cancellation percentage monthly to report to supervisor; performs other duties as assigned for a patient population from school age to geriatric.

Responsibilities

Job duties specific to this position:

Answers telephone, greets patients upon arrival; requests/verifies patient demographic and insurance information and enters information into computer.
Performs clerical activities under direction of Diagnostic and Treatment Center (D&TC) Administrator, Office Manager or designee according to policies/procedures and standards of department. Provides coverage for Receptionist/Administrative Assistant as required. Performs general administrative duties such as filing, purging, copying, distributing copies, etc. Provides clerical support to the podiatry and vision department in ancillary when necessary.
Collects and compiles visit, no show, cancellation data and forwards to the Office Manager and finance; collects other statistical data as requested.
Prepares charts and reviews dental record prior to service to ensure necessary paperwork has been completed; at time of service requests completion of necessary documents i.e. patient medical history, consent for treatment, current medication list, etc.; collects copays whenever indicated/possible; verifies insurance coverage, etc. Reviews consultation forms for completeness and obtains lacking information.
Ensures encounter forms and appropriate billing information are completed daily on each patient and assists in completion of all required Medicaid paperwork. Ensures dental coding is completed by dentist for each encounter. Performs multiple preparatory tasks related to billing for services rendered; enters new patient data into the electronic medical record (EMR). Collaborates with Loretto finance staff to ensure accurate and timely billing and to problem solve billing concerns. Requests pre-authorizations for visit/procedure as required; contacts/works with insurance companies for coverage of services. Works closely with finance to complete claim status phone calls. Responsible for completion of Medicaid Utilization Threshold paperwork as required. Responsible for completion of predetermination of benefits as requested by dentist. Responsible for the completion of patient payment plan paperwork. Works closely with finance to mail collection letters when appropriate.
Is knowledgeable regarding specifics for each Medicaid Managed Care contract and works closely with each payor to ensure coverage of services; reviews the Medicaid APG guidelines to ensure billable treatment falls within timeframe specified; ensures the notice of non-coverage services is completed and signed by patient as necessary.
Schedules all appointments (new and established patients) for Dentist and Hygienist; modifies schedule based upon patients/staff needs; monitors patient no shows/cancellations and adjusts patient appointment schedules accordingly; at time of service schedules follow-up appointment(s) per Dentist/Hygienist request. Ensures client notification of any scheduling changes. Assists dentist with referrals to oral surgeon.
Makes reminder calls prior to scheduled appointment (2 days prior); sends follow up letters for no shows per policy. Requests/makes reminder calls to scheduled patient if patient does not arrive at scheduled time. Routes follow-up visit requests, cancellation notices, etc. for rebooking; Responsible for recall system and recall of inactive patients.
Completes all necessary paperwork for follow up visits; communicates pertinent information to patient/family, or site staff as appropriate; makes copies of visit notes, etc. and files/faxes accordingly; daily reconciles encounters against master patient schedule manual and with (EMR) to ensure there is an encounter for each visit; responsible for completion of all filing for dental department.
Responsible for taking, typing and distributing meeting minutes for dental staff meetings.
Processes orders for signature to maintain stock supplies at par level.
Reports patient problems/concerns promptly to Office Manager for follow up and resolution.
Assists Office Manager with recruitment efforts to attract ancillary service patients.
Ensures MSDS binder and sterilization binder is up to date.
Active member of the Diagnostic and Treatment Center Quality Improvement Committee and participates in task forces as requested.
Demonstrates adherence to all compliance policies and procedures. Is responsible for promoting and fostering compliance in the workplace.
Performs responsibilities according to the highest quality standards.
Demonstrates knowledge of PACE/D&TC Emergency Preparedness Plan and can verbalize their role during an event

Qualifications

AAS Degree or Business School.
Two (2) years of health office experience preferred.
Previous scheduling experience preferred.
Strong attention to detail and organizational skills.
Outstanding interpersonal skills and the ability to communicate effectively with clients and
families from diverse backgrounds who may have physical, sensory and mental
impairments
Proficient with MS Office and able to learn new software rapidly. Experience with
scheduling software desired.

An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

Physical Requirements

Walking 30.00%

Standing 30.00%

Sitting 30.00%

Lifting 10.00% Nominal

INDPRO