Job Details
General Summary of PositionMedStar Georgetown University Hospital has an opportunityfor an Administrative Assistant in the Pharmacy- Institutional department. Thisposition is full-time, Monday - Friday, Day Shift. The Administrative Assistantprovides administrative and secretarial support to the department. Answersphones, registers patients, schedules appointments, posts surgical procedures,and coordinates insurance verifications and pre-authorizations. Managescalendars, coordinates travel, and assists with manuscripts and protocols.These functions are performed in accordance with all applicable laws andregulations and Georgetown University Hospital's (GUH) philosophy, policies, procedures,and standards.
Primary Duties:
Provides clerical support inclusive of typing, editingand copying of various clinical documents as well as manuscripts,protocols and presentations. Assists with preparation of presentations andother related documents for research and/or conferences. Provides supportfor Mortality & Morbidity meetings including accumulating data,preparing reports and preparing meeting minutes.
Screens visitors and vendors, responds to routinerequests for information/services, and /or direct visitors to appropriatestaff. Coordinates academic related travel arrangements for physiciansincluding flight, hotel accommodations, conference registration,itineraries and expense reimbursements.
Coordinates administrative details related toresponsibilities of Clinical Director including planning, preparing andcompiling necessary information and materials for routine or specialprojects. Gathers and assists in compiling financial data, statisticaldata and reports for Administrator and/or physician as needed.
Will search the Enterprise Access Directory (EAD) toestablish if the patient is new or existing. Follows guidelines to avoidduplicate medical record assignment. Obtains and/or verifies completedemographic and insurance information from patient.
Accurately enters complete demographics, insuranceinformation and Financial Status Classification (FSC) / Hospital PatientAccounting Plan Code assignment into the approved organization electronicscheduling and billing systems.
Obtains basic clinical information frompatients/callers to determine the appropriate appointment type andprovider to which the appointment should be booked. Identifies patient'sinsurance, ascertains GUH contract participation status (Par vs. Non-Par) andcommunicates contract participation status to patient.
Determines referral requirements and is responsiblefor obtaining appropriate authorization/referral approval. Ensures allrelevant data is entered into the Open Referrals Module. Links referral tothe visit or updates Appointment Data Form (ADF) with Authorization /Pre-Certification number as appropriate or provides approvedauthorization/referral to the service provider.
Schedules patient appointments using the approvedorganization electronic scheduling and billing systems, entering allrequired data elements as dictated by the GPG, GUH and departmentalpolicies and procedures.
Communicates referral requirements, patient'sfinancial responsibility and other pre-visit information, as appropriate,including necessary procedures/examination preparations, e.g. NPO aftermidnight, according to departmental policies and procedures. Schedulessurgical cases and admissions for the department. Communicates postinginformation to physician, nurse and administrative staff within thedepartment, as appropriate.
Communicates scheduling information, includinginformation regarding surgical schedule, Georgetown University Hospitalfacilities, policies and instructions to patients and families.
Answers incoming calls and provides informationregarding services, referrals, etc. Using standard forms or ElectronicHealth Record (EHR) system, records messages from patients, referringphysicians, pharmacies, and other clinical areas. Communicates withphysicians and nurses. Prints and distributes provider schedules toclinical team/management/administration as appropriate.
Verifies eligibility and conformance to GPG, GUH anddepartmental managed care requirements and contracts. Obtains insurancereferrals and pre-authorizations. Submits all referral information tonecessary providers, as appropriate. Assists with pre-authorizations ofhospital admissions, procedures, medications and medical equipment.
Maintains ongoing communication with insurance companyto determine eligibility of benefits, deductible status, and to obtainprecertification for office-based and other procedures.
Educates and informs patients and families regardingverification status and issues related to deductibles, co-payments andbalances. Responds to hospital staff and/or patient inquiries regardingreferrals, authorizations and scheduling in an efficient manner
Greets patients, responds to inquiries and assistspatients with the completion of paperwork, ensuring all informationobtained is complete and accurate. Validates patient identity by asking tosee identification and/or validate the stored image of the patient'sidentification. Obtains and scans Patient Photo ID, Insurance Card,Referrals and signed documents into the approved organization electronicscheduling and billing systems as appropriate.
Is responsible for resolving all outstanding Alerts onpending appointments at the time of patient arrival, to minimally include:Missing Referral, Missing Pre-certification/Authorization, Self PayAccounts, Eligibility Verification, Missing demographic InsuranceInformation, Medstar and / or Georgetown University Hospital Specificrequirements, Enters all relevant data linking to the appropriateappointment/visit and ensures all required data elements are captured.
Advises patient of his/her financial responsibilityand obtains signed financial responsibility form (FIN form) as necessary.Collects visit copayment, co-insurance, balance on account, self-paypayments. Posts payments to patients' account in the approved organizationelectronic scheduling and billing systems and provides patient with systemgenerated receipt. Communicates patient's arrival to appropriate clinicalstaff. Keeps patient informed of schedule delays.
Ensures that patient appointments are in the approvedorganization electronic scheduling and billing system in a timely manner,as follows: Appointment arrived at time patient presents for theirscheduled appointment. All No Show, Cancelled, or Rescheduled appointmentsare statused by end of each session or the day's end, at the latest.Patients seen after hours will have appointments status at the start ofthe next business day.
Reviews encounter forms for accuracy and completenessprior to patient check out. Corrects and completes forms as required andensures that bill is submitted for every arrived patient. Performs thefollowing approved organization electronic scheduling and billing systemsFront Desk Module tasks to ensure that all monies are accurately collectedand accounted for at day's end: At day's end, reconciles all moniescollected (cash, checks, and credit card payments) to the money entered inthe approved organization electronic scheduling and billing systems FrontDesk Module.
Closes and balances the Credit Card Machine on a dailybasis. Batches payments and delivers payment batches to designateddepartment resource for balance verification, creation of bank deposit anddelivery of deposit to the Cashier's Office. At the end of the day,batches encounter forms, prepares Batch Entry Form and Batch Control Logto be sent to Physicians' Unified Billing Service (PUBS). Compiles andruns the Missing Charge Report each month and assists Administrator withreconciliation of missing charges. Performs quality audits as requested
Adhering to departmental policies and procedures, willaccess a patient's medical record / electronic health record (MR/EHR), forwork related activities only, to complete proper patient documentation inthe health record or to view needed information in the patient chart asnecessitated by job role or function. Adheres to most current work flowsor processes developed within GPG or specific Practice. Appropriately andaccurately scans and indexes documents, using correct naming conventions,into patient EHR
Maintains and utilizes all office equipment such ascomputers, fax machines, telephones, etc. according to manufacturer'srecommendations. Maintains competency in all electronic systems requiredfor job functions. Keeps personal work space, reception and waiting areasneat, clean, and free of debris at all times. Communicates building andfacility issues or concerns to the appropriate housekeeping staff forresolution. Reports computer malfunctions, software issues and/or problemsto the Help Desk or appropriate staff.
Exemplifies Patient Experience service standards andSpirit values, and actively participates in Patient Safety standards andtasks: Greets every customer and coworker with a warm welcome. Smiles,makes eye contact, and always demonstrates a positive attitude with allcustomers and coworkers;
When answering the phone, calls should be answeredwithin 3 rings and the greeting should include name, department and askingHow may I help you? Always introduces himself/herself and asking, How mayI help you? to all customers and coworkers; Always offers directions toall customers and coworkers; escorts them as needed, whenever possible;Always projects a positive image. Follows the dress code and always wearsa nametag in a visible location; Always provides prompt and efficientservice. Always explaining any delays and how long it will take tocomplete a task to customers and coworkers.
Takes ownership of a complaint and facilitatesimmediate service recovery. Always looks for ways to exceed customer andcoworker expectations. Thanks customers for choosing GUH and encouragesthem to return for assistance, as needed. Closes all appointment requestsappropriately by reviewing appointment specifics, asking if there isanything more that the patient or requestor needs, and thanking them forchoosing GUH.
Observes The Joint Commission (TJC) standards, PatientSafety initiatives, Patient Rights, and Health Insurance Portability andaccountability Act (HIPAA) Privacy standards: Follows care, documentationand cleanliness standards in the performance of job duties; Completesin-services and education on a timely basis;
Is focused on patient safety during performance ofduties and improves or makes corrections when safety issues arise;notifies department manager, as required; Interacts with other teammembers both on the unit and in other units in an appropriate and proactiveway to benefit the patient; Observes proper elevator etiquette andcourtesy: smiles and speaks to patients and visitors, does not discusspatient care and keeps voice low, gives right-of-way to patients andvisitors.
Keeps all patient information strictly confidential;Never discusses patient information and hospital business in public areas;Protects patient privacy in public areas; and adheres to all JC and GUHPatient Rights standards.
Performs other duties and responsibilities that areappropriate to the position and area. The above responsibilities are ageneral description of the level and nature of the work assigned to thisclassification and is not to be considered as all inclusive.
Qualifications
Associate's degree, Required.
Minimum 3 years' experience Work experience required,preferably in a medical/clinical office, Required.
Working knowledge of IDX/GE centricity business, Preferred.
Previous experience with an electronic health recordsystem desired, especially GE centricity clinical or Aria, Preferred.
Excellent interpersonal communication and customerservice skills, and good telephone etiquette.
Knowledge of medical terminology.
Effective oral and written communication skills.
Ability to perform in a high pressure environment.
Ability to organize and prioritize work Ability todeal effectively and professionally with a variety of differentindividuals.
Why MedStar Health?
At MedStar Health, we understand that our ability to treat others well begins with how we treat each other. We work hard to foster an inclusive and positive environment where our associates feel valued, connected, and empowered. We live up to this promise through:
- Strong emphasis on teamwork - our associates feel connected to each other and our mission as an organization. In return, our effective team environment generates positive patient outcomes and high associate satisfaction ratings that exceed the national benchmark.
- Strategic focus on equity, inclusion, & diversity - we are committed to equity for all people and communities.We continue to build a diverse and inclusive workplace where people feel a sense of belonging and the ability to contribute to equitable care delivery and improved community health outcomes at all levels of the organization.
- Comprehensive total rewards package - including competitive pay, generous paid time off, great health and wellness benefits, retirement savings, education assistance, and so much more.
- More career opportunities closer to home - as the largest healthcare provider in the Baltimore-Washington, D.C. region, there are countless opportunities to grow your career and fulfill your aspirations.
About MedStar Health MedStar Health is dedicated to providing the highest quality care for people in Maryland and the Washington, D.C., region, while advancing the practice of medicine through education, innovation, and research. Our team of 32,000 includes physicians, nurses, residents, fellows, and many other clinical and non-clinical associates working in a variety of settings across our health system, including 10 hospitals and more than 300 community-based locations, the largest home health provider in the region, and highly respected institutes dedicated to research and innovation. As the medical education and clinical partner of Georgetown University for more than 20 years, MedStar Health is dedicated not only to teaching the next generation of doctors, but also to the continuing education, professional development, and personal fulfillment of our whole team. Together, we use the best of our minds and the best of our hearts to serve our patients, those who care for them, and our communities. It's how we treat people.
MedStar Health is an Equal Opportunity (EO) Employer and assures equal opportunity for all applicants and employees. We hire people to work in different locations, and we comply with the federal, state and local laws governing each of those locations. MedStar Health makes all decisions regarding employment, including for example, hiring, transfer, promotion, compensation, benefit eligibility, discipline, and discharge without regard to any protected status, including race, color, creed, religion, national origin, citizenship status, sex, age, disability, veteran status, marital status, sexual orientation, gender identity or expression, political affiliations, or any other characteristic protected by federal, state or local EO laws. If you receive an offer of employment, it is MedStar Health's policy to hire its employees on an at-will basis, which means you or MedStar Health may terminate this relationship at any time, for any reason.