Administrative Services Associate - EPS Lab

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Job Title:

Administrative Services Associate
Department: EPS Lab

Location:

Hospital of the University of Pennsylvania- 3400 Spruce St

Hours:

Full Time

Summary:

• This position is responsible in assisting with the management of a clinical practice in a busy academic clinical department. Duties are to coordinate patient related activity for both outpatient visits and procedures. This includes: triaging telephone calls, taking messages, and providing information to internal and external customers; scheduling outpatient appointments, surgeries/procedures, outpatient diagnostic tests, and admissions as requested; obtaining procedural and medical authorizations;
  
  preparing and processing billing, and preparing and processing correspondence.

Responsibilities

Clinical Duties

• Greets, screens, schedules and directs patients in a prompt, positive, pleasant, and helpful manner at all times even in the most adverse circumstances.

• Retrieves and processes incoming medical records/images, ensure scanning and physician review is completed.

• Ensures diagnostic testing and other evaluations are completed before visit if applicable.

• Assists attending physician with outpatient office hours including maintaining clinical schedule, closing necessary dates and moving patients if rescheduling is necessary. traveling to clinic location if applicable.

• Schedules required procedures and OR/Lab for patients at provider's direction.

• Coordinates all procedures that need to occur prior to scheduling surgery, including but not limited to the scheduling of ancillary tests, pre-operative testing, x-rays, scans, MRIs, labs, EKGs as necessary for completion of pre-operative packages.

• Responsible for the timely submission of pre-op cases, and ensures accuracy of information and correct forms completed and signed in advance of procedure

• Processes medication refill requests, triaging to appropriate clinical staff.

• Coordinates and schedules cases with medical equipment representatives as required.

• Completes medication authorizations and obtains prior authorizations for procedures.

• Obtains medication pricing and coverage information for patients.

• Initiates Tier 1 prescription exemptions as needed.

• Schedules tests, procedures, and other clinical follow-up services as requested by the providers.

• Completes medical records requests.

• Handles all patient correspondence, including myPennMedicine messages.

Admin Duties

• Answers and screens all phone calls and patient inquiries. Take appropriate messages/delegate to appropriate staff.

• Maintains multiple calendars, clinical schedules, surgery/procedure schedules, on call and office hours.

• Maintains physician Epic template.

• Attends and take minutes in meetings when necessary.

• Schedules travel and lodging for physicians and completes submissions of expenses for travel and other professional expenses.

• Updates CVs in FEDs.

• Create/Edit and distribute letters per attending physician direction.

• Coordinates submission and approval of journal articles, and permissions as directed

• Coordinates visits for visiting scholars.

• Coordinates visits and interview schedule for the recruitment of faculty

• On Call Schedule Management with the ability to enter and make changes to the call schedule in appropriate system, Qgenda, etc

Billing Duties

• Use the correct CPT code for scheduling procedures/surgeries/admissions and link correct primary diagnosis

• Ensure that all operative reports and encounter forms are turned in for billing within the designated time frames.

• Maintains comprehensive knowledge of reimbursement coverage from third party payers, managed care…