Medical Office Assistant

JOB TITLE: ADMINISTRATIVE STAFF

The Administrative Staff assists in performing day-to-day operations at the sleep clinic.

REPORTING REQUIREMENTS: Office manager

WORK HOURS: 8:30am to 5:00pm

JOB QUALIFICATIONS:

• Education: High school graduate
• Professional appearance and demeanor; courteous, friendly, and personable
• Excellent written and verbal communication skills; proficient computer skills
• Prior experience working in health care facility preferred

MAJOR DUTIES AND RESPONSIBILITIES

Clinical Operations: As patient coordinator, administrative staff manages the entire patient experience from the initial

encounter and patient intake through to diagnostic testing, treatment and ongoing care.

• Greets, welcomes and directs patients, visitors, and healthcare professionals; answers telephone calls; retrieves and answers voice mail messages; retrieves and processes facsimiles and mail; handles correspondence.
• Schedules appointments for patients for PSG studies and home sleep apnea tests, PAP device set-up and delivery.
• Registers patients; reviews office policies with patients; obtains, verifies, and updates demographic and insurance data; collects registration forms from patient; gathers clinical data and medical records from referring physicians
• Creates new patient chart for new patients; updates and files data, test reports, and correspondence in patient’s chart; verifies accuracy and completeness of each patient’s chart; maintains security and integrity of medical records
• Complies with applicable laws, regulations, standards and guidelines regarding patient privacy and confidentiality and the security of patient’s protected health information (PHI)
• Obtains pre-authorizations for diagnostic tests and PAP therapy; verifies patient’s insurance benefits; explains fee estimate to patient along with insurance benefits and patient’s financial obligations; collects copayments
• Directs patient flow from diagnostic testing through treatment and handles any logistical matters that directly affect patient care; instructs and educates patient on clinical protocols and testing procedures pertinent to patient’s case; collects and files Fee Estimate and Informed Consent forms signed by patient
• If applicable, administers home sleep apnea test (HSAT): Instructs patient on proper use of diagnostic equipment, safety risks with equipment use, and troubleshooting potential problems; after equipment is used and returned, downloads data, examines adequacy of signals, and, if testing is unsuccessful identifies cause of study failure; erases patient’s PHI and physiologic data from equipment; documents findings in HSAT Outcomes Log
• Tracks scoring and interpretation of test results by interpreting physician to ensure that sleep studies are reviewed in a timely manner.
• Forwards test results to referring physician in a timely manner; communicates with referring physician and all other health care professionals working on patient’s case to ensure continuity of care
• If applicable, sets-up and delivers PAP devices and accessories to patients: Performs pre-delivery pressure check at prescribed setting with pressure manometer; fits and adjusts mask; instructs patient on proper use, operation, care and maintenance of PAP device and accessories including safety issues and troubleshooting potential problems; informs patient about PAP device’s warranty conditions and mask replacement policy; and administers the resupply program for PAP devices.

Inventory Management

• Procures office and medical supplies as directed; ensures proper care and maintenance of office equipment
• Inventories and tracks diagnostic equipment for polysomnography; inspects equipment monthly for apparent defects and maintains inspection logs; disinfects medical equipment as needed.
• Inventories and tracks PAP devices used in titration studies; stores masks used in titration study for later delivery to patient during setup and delivery of PAP device; disinfects all other PAP device masks; maintains relevant logs 
• Orders, inventories and tracks location of PAP devices sold to patients; orders and inventories replacement supplies for the PAP devices..
• Inventories and tracks portable diagnostic equipment used by patient for home sleep apnea testing; disinfects equipment after use and erases patient’s PHI data

Data Management

• Organizes and files documents in file cabinets and computer files; scans documents into computer; maintains office files, logs and records of office activities
• If applicable, assists in filling out insurance claims and handling EOB questions, responding to denial of claims and processing refunds
• Assists in gathering data for quarterly Quality Assurance Reports

General Housekeeping

• Responsible for general appearance of the clinic, which should reflect the professional image of the Company and its dedication to providing high standards of care
• Complies with applicable laws, regulations, guidelines and standards pertaining to infection prevention and control and workplace safety.
• Maintains clean, orderly, safe and secure work environment; updates infection surveillance log as needed
• Accepts and signs for delivery of supplies and equipment; verifies that all containers received are clearly labeled as to contents, hazard warnings, manufacturer’s name and address; maintains log of hazardous chemicals; notifiesCompliance Officer of containers on premises containing hazardous chemicals and any other hazardous conditions
• Inspects smoke alarms, if applicable, fire extinguishers, and exit signs on a monthly basis

In addition, employee must perform any and all other duties assigned by the supervisor.

PHYSICAL DEMANDS AND ACTIVITIES

• Requires ability to stand, walk, sit, stoop, kneel, crouch, crawl; use hands to finger, handle, or feel; reach with hands

and arms; climb and balance; talk, see and hear; specific vision includes close and distance vision, color vision, peripheral

vision, depth perception and ability to adjust focus; ability to regularly lift and move up to 10 lbs., frequently

lift and move up to 25 lbs., and occasionally lift and move up to 50 lbs.

• Requires ability to use computer as well as other basic office equipment.

WORK ENVIRONMENT

In the performance of this job, the employee may be exposed to chemical vapors from, or have skin contact with, cleaning

and disinfecting solutions. The employee may also be exposed to infectious agents.

PERSONAL PROTECTIVE EQUIPMENT: Latex or rubber gloves, safety glasses, goggles, face shields, masks, gowns