Job Summary:
The Providence Center Medical Office Specialist (Bilingual) assists clinicians in managing client appointment schedules. They ensure clinician schedules are filled with the optimum number of client appointments and execute fail-to-keep (FTK) strategies for assigned clinicians. They obtain required insurance authorizations for scheduled appointments and contact insurance companies as required. The Medical Office Specialist verifies that client events have been logged correctly within EPIC work queues. They also assist clinicians administratively to increase overall program productivity.
Duties & Responsibilities:
- Support clinical staff with a variety of administrative and scheduling tasks.
- Review daily and weekly schedules of assigned clinical staff to ensure accuracy.
- Identify gaps in clinician schedules and coordinate filling schedule with the clinicians.
- Anticipate cancellations and no‑shows; overbook as needed to maintain full schedules.
- Review DAR (Daily Activity Report) reports daily and make client confirmation calls as required.
- Create and maintain cancellation lists and use them to fill appointment openings.
- Meet with clients to verify insurance coverage, assess deductibles, obtain pre‑authorizations, gather demographic data, and complete admission forms.
- Contact insurance and managed care companies to secure authorizations and verify benefits.
- Answer internal questions regarding insurance authorizations and client financial status.
- Update insurance information in the system and notify departments of changes.
- Research and resolve reimbursement issues identified on the EPIC work queues.
- Confirm authorizations and outstanding balances prior to scheduled services.
- Ensure up-to-date knowledge about contracts and number of allowable visits; advise clinician when additional authorization is needed.
- Train other support staff as requested.
- Provide coverage during staff vacancies, absences, vacations, and leaves of absence.
- Maintain cooperative and respectful relationships with employees and supervisory staff, clients, and the public.
- Address workplace problems with coworkers constructively.
- Accept and apply direction and supervision effectively.
- Use constructive feedback to improve performance.
- Ensure no complaints are received from peers, supervisors, or the public.
- Attend trainings, conferences, and required in‑service programs.
- Provide feedback to staff on educational programs attended.
- Participate in Center committees as assigned.
- Perform related duties as requested to support departmental goals.
Bilingual Roles:
- Serve as a resource to staff regarding the bilingual community.
- Provide education and communicate regarding community resources and cultural matters.
- Interpret/translate both language and cultural concerns for staff and other community service providers, as appropriate.
Requirements:
- High School or GED Required.
- Minimum 1 to 3 Years of experience with third party reimbursement.
- Ability to multi-task with strong attention to detail and organizational skills.
- Able to sustain consistent follow-up.
- Strong interpersonal skills; works well in a team and addresses issues constructively with an assertive approach.
- Demonstrates sensitivity to the client population served by The Providence Center.
- General computer proficiency.
- Good typing, spelling and grammar skills.
- Excellent communication skills.
- Ability to read and comprehend simple instructions, short correspondence, and memos.
- Ability to effectively present information in one-on-one and small group situations to clients and employees.
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form.
- Able to solve problems involving several concrete variables in standardized situations.
- Bilingual preferred. For positions designated as bilingual (Bil), proficiency in the required language is mandatory, and the language assessment must be passed no later than 30 days of starting the role.
About Us:
Care New England Health System (CNE) and its member institutions, Butler Hospital, Women & Infants Hospital, Kent Hospital, VNA of Care New England, Integra, The Providence Center, and Care New England Medical Group, is a trusted, integrated health care organization that fuels the latest advances in medical research, attracts the nation’s top specialty-trained doctors, hones renowned services and innovative programs, and engages in the important discussions people need to have about their health and end-of-life wishes. Care New England is helping to transform the future of health care, providing a leading voice in the ongoing effort to ensure the health of the individuals and communities we serve.
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Americans with Disability Act Statement: External and internal applicants, as well as position incumbents who become disabled must be able to perform the essential job-specific functions either unaided or with the assistance of a reasonable accommodation, to be determined by the organization on a case-by-case basis.
EEOC Statement: Care New England is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status
Ethics Statement: Employee conducts himself/herself consistent with the ethical standards of the organization including, but not limited to hospital policy, mission, vision, and values.