Clinical Medical Secretary / Medical Assistant

$35,360 - $41,600/Yr

University Cardiovascular Associates - Providence, RI

Full-time - Entry Level

Providence, RI

Ambulatory Health Care Services

About the position

The Clinical Medical Secretary/Medical Assistant at University Cardiovascular Associates plays a crucial role in providing both clinical and administrative support within the medical office. This position is primarily accountable to the Clinical Office Manager and the surgeons, ensuring that the office runs smoothly and efficiently. The individual in this role will work independently with minimal supervision, while also collaborating closely with physicians, secretarial staff, and other clinical personnel to coordinate patient care effectively. A strong understanding of Microsoft Office Suite, electronic medical record systems, and practice management systems is essential for appointment scheduling and third-party billing processes. The position requires a firm grasp of the organization’s programs and procedures, as well as a commitment to maintaining patient confidentiality and addressing patient issues with expertise. Key responsibilities include preparing examination rooms for physician needs, maintaining cleanliness and proper stock of supplies, and assisting providers with minor procedures. The Clinical Medical Secretary/Medical Assistant will also be responsible for rooming patients, collecting vital signs, and entering patient information into electronic medical records. Effective communication is vital, as the role involves answering and screening telephone calls, scheduling appointments, and managing incoming referrals. The individual will ensure that all necessary paperwork is prepared and delivered to the appropriate departments, and will greet patients, confirming their demographic information and collecting payments. Additionally, the role includes managing operative and hospital billing, obtaining authorizations for procedures, and tracking surgeries and patient tests to ensure timely results. This position requires a proactive approach to patient care and administrative tasks, with an emphasis on quality follow-up and coordination of care. The Clinical Medical Secretary/Medical Assistant may also be required to travel with providers to satellite sites, further supporting the delivery of care in various settings. Overall, this role is integral to the efficient operation of the clinical office and the delivery of high-quality patient care.

Responsibilities

• Preparing examination rooms for physician needs during office hours while maintaining proper cleaning, upkeep and stocking of supplies in assigned examination rooms.
• Proper handling, cleaning and disposal of all contaminated instruments and/or materials as mandated by OSHA.
• Assisting provider with minor procedures in office and properly labeling and handling of all surgical specimens.
• Delivery of specimens to the pathology lab.
• Rooming patients, collecting vital signs, Med reconciliation, HPI, PMI and entering into patient record and/or EMR.
• Answering and screening all telephone calls for designated physician(s), referring calls to appropriate person, taking clear and concise messages and assuring responses to all messages.
• Scheduling office appointments, office procedures, tests, inpatient and outpatient procedures and surgeries and ensuring orderly patient flow.
• Ensuring all appropriate paperwork is delivered to the correct hospital departments.
• Management of and proper handling of incoming referrals, via various methods (fax, phone, direct message within EMR).
• Preparing all patient charts prior to office visit.
• Ensuring patient record is available if necessary, retrieving from archive and/or other paper or electronic means as applicable.
• Ensuring all necessary consultation, paperwork and/or test results are available.
• Greeting patients and visitors to the office.
• Checking in patients by confirming all demographic information is correct, collecting insurance and copays/payments and forwarding payments appropriately to Billing and/or Finance.
• Managing and ensuring timely submission of all operative and hospital billing cards to the Billing office by complying with documented policy and supplying notes with accompanying documentation to appropriate personnel in the Billing Office.
• Obtaining all necessary authorizations for surgical procedures/tests, and referrals for office visits/billing to ensure payment of services rendered.
• Obtaining proper authorization obtained for release of patients' medical record and timely submission of the request to medical records clerk.
• Managing and tracking all operative cases and E&M hospital billing for physicians.
• Maintaining tracking mechanism of all surgeries and mechanisms to ensure patient tests are scheduled and results are received in a timely manner.
• Expeditious submission of operative notes with accompanying documentation to appropriate personnel in the Billing Office.
• Coordinating and completing all insurance, TDI forms, and Workers Comp forms.
• May coordinate transcription for the physician(s) if applicable to their practice.
• Traveling with provider to satellite sites to provide support.
• Responsible for any other duties, clinical or administrative, including covering other administrative secretaries, as may be assigned by the clinical office manager.
• Quality and other patient follow up calls upon request of Nurse Supervisor.

Requirements

• Degree from an accredited technical school or certification as a medical assistant.
• Two to three years' of relevant experience in a medical office setting.
• Interpersonal skills necessary to deal effectively with patients, their representatives and other personnel/coworkers.
• Knowledge of ICD-10 and CPT coding and third party billing.
• Medical terminology knowledge.
• Computer literate with thorough knowledge of Microsoft office software and utilization of Electronic Medical Record and computerized appointment scheduling systems.
• Attention to detail.
• Ability to work independently and independently meet strict deadlines.
• Ability to represent the organization and serve consumers in a professional manner and promote a positive image of the organization and its services.
• Thorough knowledge of Universal Precautions as well as proper use of personal protective equipment.

Benefits

• Disability insurance
• Health insurance
• Dental insurance
• Paid time off
• 403(b)
• Life insurance
• Retirement plan