Administrative Assistant- Cochlear Implant Specialist

Western New York Integrated Care Collaborative, Inc.; Buffalo (NY); On-site; USD 36,000 - 42,000; Full time

Job summary

Western New York Integrated Care Collaborative, Inc. is seeking an Administrative Assistant–Cochlear Implant Specialist to support the Audiology CI team and patients. You will manage orders for DME, verify insurances, obtain authorizations and process billing and documentation in the EHR system.

Key duties include scheduling appointments, patient check-out, medical records coordination, and workflow improvements while delivering exceptional customer service to CI patients and staff.

Qualifications

• Minimum 2-year degree or medical office certification; HS diploma acceptable with experience.
• 1 year of experience in a medical office setting preferred.
• Excellent written and verbal communication, organization, and problem-solving abilities.

Responsibilities

• Provide phone and in-person customer service for Audiology CI patients.
• Maintain current manufacturer invoice price lists.
• Verify insurance for CI DME orders and obtain authorizations.
• Process CI DME orders and returns per procedures; document in EHR.
• Complete IMS billing processes; track orders and notify patients/audiologists.

Skills

Microsoft Office

Excel

Education

2-year degree or medical office certification

Tools

IMS EHR

Job description

Administrative Assistant- Cochlear Implant Specialist is responsible for supporting the Audiology Cochlear Implant (CI) team and patients, while providing excellent external and internal customer service. Specialist works closely with the Director of Clinical Services, Office Manager, Office Supervisor, Audiology Supervisor and Clinical Cochlear Implant Team. Primary responsibilities include placing orders for Durable Medical Equipment (DME), obtaining all required paperwork for insurances, receiving CI DME, completing billing & documentation processes for CI DME in the electronic patient health records (IMS).

Essential Functions:

• Provide phone and in-person customer service for Audiology patients, especially Cochlear Implant patients.
• Maintain most current manufacturer invoice price lists.
• Insurance verification for CI DME orders per specific procedures.
• Obtain insurance authorizations, physician prescriptions, Letters of Medical Necessity and any other paperwork required to ensure proper reimbursement for CI DME.
• Process CI DME orders and returns initiated by the audiologists and patients as appropriate in a timely manner per specific procedures.
• Document all orders, insurance verification, and notes in the electronic health record per specific procedures.
• Ensure completion of IMS billing processes per specific procedures.
• Track orders placed to ensure receipt & trouble shoot as needed.
• Receive orders and notify patient and/or audiologist.
• Ensure ordering & communication processes are followed by the team per specific procedures.
• Mail patient information prior to appointments.
• Obtain medical records from other sources as needed.
• Appointment scheduling.
• Check-out scheduling for CI patients.
• Process patient payments per specific procedures.
• Suggest and develop workflow and/or procedural improvements on an ongoing basis
• Cross-train & perform all Administrative Assistant duties (see general job description) as scheduled or requested by Office Supervisor & Manager.
• Other duties as needed

Skills:

• Excellent skills with Microsoft Office, especially Excel; and electronic medical record
• Organization
• Strong written and verbal communication skills
• Problem-solving and Customer Service skills (de-escalation, troubleshooting, education)
• Composure
• Collaboration

Education:

Minimum Degree Required: 2 year degree or medical office certification with High School degree

Experience:

Minimum Experience Required: 1 year experience in medical office setting.

Physical Requirements (please select):

• Physical actions may include, but are not limited to; bending, kneeling, standing, squatting, reaching, printing, crawling, and running.
• Vision, speech, tactical and hearing senses adequate to perform job requirements.
• Frequent sitting/ standing and when appropriate.

Please use the company link below for more information