Medical Office Administrative Assistant (35163)

Buffalo Hearing and Speech is currently seeking a full time Medical Administrative Assistant to work as a Cochlear Implant Specialist at our North Street and Southgate clinics. This is a 40-hour position split between our North Street (3 days/week), and Southgate (2 days/week) offices. Travel between office locations is required.

This position is responsible for supporting for the Audiology Cochlear Implant team and patients while providing excellent external and internal customer service. The Cochlear Implant Specialist works closely with audiologists, patients, and families throughout the cochlear implant process. This role serves as a liaison between patients, families, and insurance providers to help ensure patients receive the support, equipment, and accessories they need.

Day to day duties include placing orders for Durable Medical Equipment (DME), obtaining all required paperwork for insurances, receiving DME, completing billing and documentation processes for DME in the electronic patient health records.

Essential Functions:

• Provide phone and in-person customer service for Audiology patients, especially Cochlear Implant patients.
• Maintain most current manufacturer invoice price lists.
• Insurance verification for CI DME orders per specific procedures.
• Obtain insurance authorizations, physician prescriptions, Letters of Medical Necessity and any other paperwork required to ensure proper reimbursement for CI DME.
• Process CI DME orders and returns initiated by the audiologists and patients as appropriate in a timely manner per specific procedures.
• Document all orders, insurance verification, and notes in the electronic health record per specific procedures.
• Ensure completion of IMS billing processes per specific procedures.
• Track orders placed to ensure receipt and trouble shoot as needed.
• Receive orders and notify patient and/or audiologist.
• Ensure ordering and communication processes are followed by the team per specific procedures.
• Mail patient information prior to appointments.
• Obtain medical records from other sources as needed.
• Appointment scheduling.
• Check-out scheduling for CI patients.
• Process patient payments per specific procedures.
• Suggest and develop workflow and/or procedural improvements on an ongoing basis
• Cross-train and perform all Administrative Assistant duties as scheduled or requested by Office Supervisor and Manager.
• Other duties as needed

Skills:

• Excellent skills with Microsoft Office, especially Excel, and electronic medical record
• Highly organized and detail-oriented
• Strong written and verbal communication skills
• Problem-solving and Customer Service skills (de-escalation, troubleshooting, education)
• Composure
• Collaboration

Minimum Degree Required: 2 year degree or medical office certification with High School degree

Minimum Experience Required: 1 year experience in medical office setting

Physical Requirements:

• Physical actions may include, but are not limited to: bending, kneeling, standing, squatting, reaching, printing, crawling, and running.
• Vision, speech, tactical and hearing senses adequate to perform job requirements.
• Frequent sitting/ standing and when appropriate.