Job Details

Department Assistant in Patient Finance

  2022-09-27     Enloe Medical Center     1531 Esplanade  
Description:

JOB DESCRIPTION

POSITION TITLE: Department Assistant

DEPARTMENT: Patient Financial Services

SUPERVISES: No

EXEMPT / NON: non-exempt

POSITION SUMMARY:

The Department Assistant creates a friendly, cooperative impression throughout all interactions with internal and external customers, including Physicians/Allied Health Professionals and Senior leadership, works independently to prioritize and manage multiple priorities in a fast-paced environment. The Department Assistant is responsible for establishing and maintaining an orderly work environment that supports the smooth operation of the department. The Department Assistant provides secretarial and administrative support to the Patient Financial Services Department including, but not limited to; calendar (arranging meetings, conference and similar proceedings, preparing agendas, taking and transcribing minutes,), telephones (answering/screening/redirecting calls and taking messages) and correspondence and reports (composing, transcribing, and designing).

The Department Assistant also performs charge entry, they are also responsible for maintaining the electronic correspondence spreadsheet; including updating the spreadsheet with various information needed to identify and process correspondence.

The Department Assistant will also support the Provider Enrollment Specialist position, Cash Posting and Customer Service as needed including help in maintaining Excel spreadsheets to track provider enrollment activities.

This position will also support Regulatory Compliance and Payor auditing; including documented tracking at the patient account level of communication between Enloe and the various auditing agencies. The Department Assistant performs audits related to Physician work RVU’s and compensation on demand as well as provides support for financial based excel reporting.

EDUCATION / TRAINING / EXPERIENCE:

Minimum:

  • Two years performing general clerical duties including expertise utilizing computers and Microsoft Office programs.
  • One year of experience preparing Excel spreadsheets, including formulas, pivot tables, graphs, and general analytical experience.

Desired:

  • Experience in healthcare or hospital environment
  • Bachelor’s Degree
  • Microsoft Office Certification
  • Medical terminology
  • Database knowledge
  • Internet use

LICENSES / CERTIFICATIONS:

Minimum:

  • Type 45 wpm (current certificate within three years)
  • KPH greater than or equal to 6,000 with 90% accuracy rate (current certificate within three years)

SKILLS / KNOWLEDGE / ABILITIES:

Must have excellent telephone and interpersonal skills to maintain a high degree of rapport with managers, co-workers, employees, Physicians, patients and the public. Must consistently maintain a professional demeanor as a representative of the management team. Excellent analytical, grammatical, punctuation, spelling, formatting skills are necessary to communicate effectively, both verbally and in writing. Must be able to make independent decisions within established guidelines regarding organization and scheduling of work. Organizational and multi-tasking skills are essential. Must be able to follow instructions, maintain confidentiality, work quickly and accurately in a fast-paced environment. Must be capable of proficiently using Microsoft Word, Excel and Outlook (Microsoft Office Suite) programs. Must be able to take minutes and transcribe minutes accurately. Must have skills/experience in organizing and coordinating meetings, conferences, conference calls, and multiple schedules. Ability to compile data into a useable report format. Knowledge of desktop publishing of reports, documents, and brochures is desired. Must be able to fulfill the essential functions of the position.

Revisions to the job description, accountabilities and measures may be required due to patient care needs and /or efficient operation of the Medical Center. You will be advised in writing of any changes. It is also understood that the job description is not all-inclusive and you may be required to perform other related duties.

I have read and understand this job description and agree to fulfill the accountabilities and performance measures as described.

JOB DESCRIPTION

POSITION: Department Assistant

DEPARTMENT: Patient Financial Services

SUMMARY OF DUTIES

  1. PROVIDES EXCELLENT CUSTOMER SERVICE TO PROMOTE AN EFFICIENT WORK ENVIRONMENT
  • Phones:
  • Answers phones promptly and professionally.
  • Is aware of the managements schedule and uses appropriate judgment regarding the level of urgency if an interruption is requested from a visitor/caller.
  • Takes accurate and complete messages.
  • Reception duties:
  • Prepares for scheduled visitors and greets promptly.
  • Assists customers as appropriate.
  • Assesses purpose of unexpected visitors and directs to appropriate resource.
  • Maintains an accurate calendar for management as requested.
  • Assumes responsibility for incoming and outgoing correspondence. Opens, sorts, and appropriately directs mail. Adheres to established procedure for confidential disposal of mail.
  1. ASSISTS PATIENT FINANCIAL SERVICES WITH ADMINISTRATIVE FUNCTIONS
  • Maintains an accurate calendar.
  • Schedules meetings in accordance with the Director / Manager(s) preferences/priorities.
  • Prepares meeting agendas in a timely manner required for meetings.
  • Accurately takes and transcribes meeting minutes.
  • Coordinates audits for physician WRVU accuracy.
  • Tracks and coordinates important deadlines and timelines.
  • Responsible for daily creation of AR spreadsheets.
  • Coordinates audits related to Regulatory Compliance and Payor Regs, including maintaining tracking spreadsheets of information at the account level between Enloe and the various auditing agencies.
  1. MANAGES ROUTINE CLERICAL AND RECEPTION FUNCTIONS AND PROMOTES EFFICIENT WORK ENVIRONMENT
  • Performs accurate and timely charge entry.
  • Processes and updates daily correspondence Excel files including entry of missing information obtained from the Patient Accounting system.
  • Maintains Excel tracking files in conjunction with Provider Credentialing.
  • Provides prompt and accurate duplicating, faxing or related paperwork or computer services to the Manager.
  • Composes (or works from copy) letters, memos and other PR materials as needed.
  • Documents:
  • Created with minimal input.
  • Accurate and in appropriate format.
  • Standards for neatness and accuracy of work product are set and maintained.
  • Arranges and coordinates meetings or conferences as requested.
  • Takes minutes and prepares meeting reports for review.
  • Maintains logical and neat filing systems easily used be other personnel.
  • Seeks out work or tasks that need completion without direction from the manager.
  • Coordinates work orders for the department.
  • Collects data, formats report, maintains data and files statistical data, as assigned.
  • Prepares in-service and special project materials as needed.
  • Updates global and individual distribution lists, phone lists, disaster lists.
  • Tracks/monitors activities requested by the management or those requiring a response.
  • Provides back-up as needed in provider enrollment, cash posting and customer service.
  • Performs any other duties as assigned by or management.


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