Administrative Assistant-Surgery Office

Position Description

This position is responsible for a variety of activities involved in the clerical support of the physician and resolution of problems related to safety, sanitation and maintenance of the environment. This includes answering/triaging incoming calls, scheduling surgeries, scheduling appointments, taking messages, sending out new patient paperwork and preparing surgery packets.

• Courteously greets visitors to the office. Answers telephone calls in accordance with IHA telephone etiquette guidelines. Takes and relays accurate, comprehensive, dated and signed messages in a timely manner.
• Schedules patient appointments.
• Sends out new patient paperwork.
• Prepares surgery packets.
• Obtains insurance authorization for Physical Therapy Evaluation when needed.
• Requests copies of x-rays when necessary.
• Faxes/coordinates all patient referrals; other physician/testing.
• Supports other offices, attends required meetings and training, and participates in committees as requested.
• Completes special projects and performs other administrative support duties as needed.

• Schedules all surgical procedures, testing and pre-op appointments by calling appropriate personnel and coordinating the schedules of assisting Providers and operating rooms. Troubleshoots problems with schedules by coordinating with staff and Providers.
• Obtains insurance authorizations and oversees the management of consent forms for surgical procedures and rechecks required by insurance companies. Ensures that hospital has the appropriate forms.
• Reschedules appointments due to schedule changes and surgery changes.
• Completes Central Billing paperwork for surgical procedures including procedure and diagnosis coding.
• Knowledge and completion of capacity reporting.
• Drives to hospital to deliver appropriate surgical paperwork and gather provider mail.

• Creates a positive, professional, service-oriented work environment for staff, patients and family members by supporting the mission and values of both IHA and Trinity Health.
• Must be able to work effectively as a member of the medical office clerical team.
• Successfully completes IHA’s “The Customer” training and adheres to IHA’s standard of promptly providing a high level of service and respect to internal or external customers.
• Maintains knowledge of and complies with IHA standards, policies and procedures.
• Maintains complete knowledge of office services and in the use of all relevant office equipment, computer and manual systems.
• Maintains strict patient and employee confidentiality in compliance with IHA and HIPAA guidelines.
• Serves as a role model by d emonstrating exceptional ability and willingness to take on new and additional responsibilities. Embraces new ideas and respects cultural differences.
• Uses resources efficiently.
• If applicable, responsible for ongoing professional development – maintains appropriate licensure/certification and continuing education credentials, participates in available learning opportunities.

Performance that meets or exceeds IHA CARES Values expectation as outlined in IHA Performance Review document, relative to position.

EDUCATION: High School graduate or equivalent; additional education is preferred.

CREDENTIALS/LICENSURE: None

MINIMUM EXPERIENCE: Minimum one-year medical office experience as a Medical Receptionist or Medical Secretary, with a strong background in medical billing.

• Knowledge of secretarial/clerical, customer service and billing processes related to position responsibilities.
• Familiarity with physician office or department basic services and hours of operation to respond to customer requests accurately.
• Sufficient knowledge of general business mathematics.
• Proficient in operating a standard desktop and Windows-based computer system, including but not limited to Microsoft Word and Excel, Outlook, intranet and computer navigation. Ability to use other software as required while performing the essential functions of the job.
• Excellent communication skills in both written and verbal…