Staff Assistant, Women's Specialty Center

Staff Assistant, Women's Specialty Center

Stamford, CT, United States

This is a Monday-Friday role, 9am-5pm.

Provides support by performing clerical and administrative operations associated with a medical office. Performs general office functions (reception, scheduling of patients, filing, etc.) ensuring that internal and external customers’ needs are met and that effective and efficient operations are maintained.

At Stamford Health, we believe that every patient deserves compassionate, personalized, person centered care. This commitment guides how we care for patients, support their care partners, and promote the wellbeing of our staff. In alignment with our Planetree philosophy, the individual in this role will foster a respectful, collaborative environment that honors the needs, values, and preferences of every person we serve and the colleagues we partner with.

MAJOR ACCOUNTABILITIES/CRITICAL RESPONSIBILITIES:

• Provides professional, courteous, and timely front desk and telephone coverage. Answers telephone calls promptly, identifies self and the medical office, determines the nature of the call, and provides appropriate assistance within established guidelines. Takes clear and accurate messages and ensures timely follow‑up. Recognizes urgent or emergent concerns and immediately notifies the appropriate clinical personnel in accordance with established procedures.
• Welcomes and acknowledges all patients and visitors in a professional, friendly, and respectful manner. Provides a positive patient experience and serves as a professional representative of the Women’s Specialty Center and Stamford Health.
• Provides patients, referring physician offices, physicians, and other healthcare partners with accurate information regarding office hours, services, scheduling requirements, and other routine inquiries. Escalates clinical, financial, operational, or other concerns to the appropriate staff member or manager when necessary.
• Registers and pre-registers patients in the electronic medical record and scheduling systems. Accurately enters and verifies patient demographic, insurance, contact, guarantor, and other required registration information. Maintains the accuracy and integrity of patient information and updates records as appropriate.
• Schedules initial and follow‑up appointments across multiple specialty services utilizing the computerized scheduling system. Ensures appointments are scheduled according to established physician, provider, department, and specialty‑specific scheduling guidelines. Supports efficient patient flow and communicates scheduling concerns or changes to the appropriate clinical or administrative staff.
• Reviews upcoming patient schedules and ensures that required referrals, authorizations, medical records, laboratory results, diagnostic reports, consultations, and other pertinent documentation are available prior to the patient’s appointment. Identifies missing information and follows up with patients, referring offices, providers, or other departments as appropriate.
• Coordinates referrals and insurance‑related requirements, including obtaining and tracking referrals, authorizations, pre‑certifications, and other documentation necessary for patient appointments and diagnostic testing. Communicates identified issues promptly to the appropriate staff to prevent delays in patient care.
• Schedules and pre‑certifies diagnostic tests and procedures as directed, ensuring that required information and authorization requirements are completed prior to the scheduled service.
• Contacts patients regarding cancelled or rescheduled appointments, no‑shows, appointment confirmations, and other scheduling needs in a timely manner. Follows established procedures for rescheduling…