Medical Office Specialist - Positive Health Solutions (PHS)

Position Summary

The Medical Office Specialist is responsible for providing a broad range of complex clerical activities at Positive Health Solutions. This position is responsible for registering clinic patients, checking in and checking out Bloomington clinic patients, collecting copayments for services, managing provider schedules, coordinating transportation and interpreter support and scheduling patient appointments. This position is also responsible for calculating patient discounted fee schedules in EPIC system and collecting outstanding patient balances or working with the Director to identify potential account write-offs. They work under general supervision.

Duties & Responsibilities

• Works independently completing the registration process for new and returning Peoria and Bloomington clinic patients and obtains demographic, income and insurance information to enter into EPIC system.
• Prepares patient registration packets and calculates patient discounted fee schedules in EPIC system.
• Informs new patients of departmental billing, payment and insurance procedures.
• Makes patient appointment reminder calls and calls to reschedule patients who do not attend appointments.
• Responds to registration/scheduling questions from patients and their families.
• Receives phone calls and retrieves voicemail messages and forwards requests for clinical information to the nursing staff.
• Serves as lead clinic subject matter expert for the agency.
• Go-to person for any questions regarding patient appointments, clinic operations, and provider schedules.
• Manages inventory for clinic including printers, scanners, etc. and insuring they remain in good repair.
• Receives, reports, repackages and organizes patient medications that are delivered to PHS clinic.
• Assists with updating spread sheet monitoring when medications are picked up by patients.
• Coordinates patient transportation and interpreter requests for medical appointments.
• Works closely with vendor to ensure these requests are filled and tracks to ensure accurate billing.
• Completes patient check out process and enters information into patient''s EPIC medical record.
• Schedules patients for follow up appointments.
• Ensures that providers have closed patient encounter so that patient check-out process can be completed to generate charge for patient visit.
• Collects patient co-payments at the time of service.
• Closes out credit card system daily and troubleshoots any issues with the credit card machine.
• Retrieves medical appointment ,reports/information.
• Provide Enterprise system and Microsoft Excel to track appointment reschedules, cancellations and no call no shows.
• Performs monthly reconciliation of missed provider appointments to determine which patients may need to receive appointment warnings or restriction letters due to non-adherence to HIV treatment plan per Federal grant guidelines.
• Helps to insure clinical quality management.
• Provide Enterprise with information regarding the distribution to clients of items purchased with Grant Funding.
• Functions as EPIC Super User for Front Office applications.
• Builds and maintains provider schedule templates in EPIC system and works directly with the provides on any changes to work flow.
• Manages clinical work queues in EPIC system, including independently investigating and correcting entry errors, insurance errors and billing errors made by other clinic staff in a timely manner.
• Advises supervisor and director for process/procedure changes needed for patient registration procedures.
• Responsible for training all new reception employees and backup employees on clinic procedures.
• Attends relevant trainings/meetings as needed to maintain current knowledge of best clinic practices and relays this information back to the PHS team.
• Takes part in the hiring process for new front desk staff by assisting during the interviews.