Business Office Specialist

Summary

Under the direction of the Business Office Manager, the Business Office Specialist performs all forms of office support including, but not limited to scheduling, pre‑authorization, and patient coordination. Serves as part of the imaging center team and seeks as well as provides feedback for improved clinical practice.

• Collaborates with all Imaging Center staff to facilitate timely patient care.
• Warmly greets patients as they enter the Imaging Center with both eye contact and a smile; this includes family members/others accompanying the patient to the Imaging Center.
• Assists technologists with patient care, as needed or requested.
• Serves as a liaison between all customers, including patients, physicians, and imaging center staff.
• Handles phone correspondence, scheduling of appointments, coordinates/assembles orders with daily schedules, and distributes to clinical peers.
• Accurately performs registration using Imaging Center (and Medical Center, when applicable) systems in accordance with the Imaging Center’s Standard Operating Procedures; completes registration ensuring patient workflow is optimized.
• Completes all collection transactions and documents, per Standard Operating Procedures.
• Answers phones, transferring to appropriate contact number/person, while providing the number you are transferring the caller to in a polite, professional manner.
• Check‑listing and scanning of Imaging Center Medical Records into OIA/RIS Fusion program.
• File, fax, and copy material as requested/required.
• Maintains working knowledge of Imaging Center (and Medical Center, when applicable) and company policies and procedures.
• Maintains records and files, compiles data, and prepares reports.
• May perform supply inventory management and/or medical record management.
• Researches requests and provides support to resolve and answer.
• Ensures optimal customer service to all patients, peers, etc., by maintaining a pleasant tone of voice in all situations, answering the phone as quickly as possible (within 3 rings), answering all questions, portraying empathy at all times and by returning phone calls as quickly as possible.
• Reviews and documents allergies and lab results in EMR on patient schedule.
• Contacts patient to confirm appointment date, arrival time, and location.
• Provides patient exam prep instructions and answers, or seeks answers to patient questions.
• Completes and forwards all necessary nursing, CT, MR, and Fluoroscopy alerts to the appropriate personnel.
• Demonstrates the ability to gather and track data for quality assurance.
• Supports the operational goals of the center through consistent communication and collaboration with members of the Imaging Center's interdisciplinary team.
• Covers absences of all areas of the Business Office including, but not limited to, Scheduling, Pre‑Authorization, and Patient Coordinator.
• Handles HIPAA sensitive information and recognizes importance of these regulations.
• Proficiently maintains and uses knowledge of scheduling systems, patient information and insurance verification requirements and processes.
• Compiles and communicates accurate and pertinent clinical data and demographics to the patient's insurance company.
• Inputs information into computer system(s) regarding pre‑authorization status.
• Keeps current on insurance regulations to obtain and record patient data; and maintains knowledge of system requirements.
• Performs telephonic/fax/online review of admission/procedures to insurance carriers.
• Follow‑up with insurance carriers to obtain certification/authorization numbers for outpatient services.
• Performs on‑line data entry of certification/authorizations or denials.
• Facilitates resolution of pre‑authorization or referral issues for scheduled patients and same day add‑ons to ensure payment from the insurance company on the patient’s behalf.
• Creates payment arrangement forms for uninsured patients and effectively communicates payment requirements to patients.
• Proficiently maintains and uses knowledge of office practices, software programs, and office equipment including, but not limited to, fax machines, computers, and printers.
• Performs required QA monitor…