Administrative Associate

Yale New Haven Health; Westbrook (CT); On-site; USD 35,000 - 45,000; Full time

Job summary

Yale New Haven Health is looking for a Practice Administrative Associate in Westbrook, Connecticut, to coordinate patient care and manage administrative tasks. Key responsibilities include maintaining appointment schedules, managing patient check-in, and handling communications effectively.

The ideal candidate should have a high school diploma, at least 1 year of customer service experience, and possess strong organizational and communication skills. Familiarity with EMR systems and Microsoft Office applications is preferred.

Qualifications

• 1 year of administrative or customer service experience required.
• Prior experience in a physician's office/medical practice preferred.

Responsibilities

• Maintain appointment schedule template and communicate changes.
• Coordinate check-in process and verify patient information.
• Answer telephone calls, take messages, and refer callers.
• Execute pre-authorizations for diagnostic tests as required.
• Maintain electronic medical records and handle daily activities.

Skills

Organizational skills

Communication skills

Customer service skills

Teamwork skills

EMR experience

Education

High School degree or equivalent

Tools

Microsoft Office applications

Job description

Overview

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

Practice Administrative Associate serves to coordinate patient care and physician activity by greeting all patients and visitors, answering telephone calls, scheduling appointments, and maintaining patient medical records.

EEO/AA/Disability/Veteran

Responsibilities

• Maintain appointment schedule template (alterations, deletions, additions).
  • Responsible for communicating schedule changes to the appropriate staff members and physicians/providers.
• Coordinate the ongoing operation of the check‑in process and front desk to ensure that quality services provided are cost effective and efficient.
  • Receive patient at arrival and verify and obtain all necessary information and signatures in accordance with NEMG policies and procedures.
• Answer telephone calls to office, assist callers in a pleasant manner, take accurate and complete messages, and refer callers to appropriate personnel when necessary.
  • Maintain proper telephone etiquette when speaking with patients/companies and healthcare team.
• When necessary, execute all necessary pre‑authorizations as required by insurance companies for upcoming diagnostic tests and procedures.
  • Track referrals coming into the practice.
• Maintain electronic medical records and/or paper medical charts in accordance with NEMG policies and procedures.
• Responsible for daily activities including but not limited to message retrieval from answering service, voicemail, retrieval and distribution of faxes, filing, photocopying, opening and sorting mail.
  • Forward phones to answering service and notify answering service about the physicians on‑call status.
• Collect and reconcile co‑pay collections/cash drawers (cash, checks, credit card payments) within Epic in accordance with NEMG policy and procedures.
• Collaborate in the development of and contribute to individual team and department quality improvement and evaluation activities.
  • Attend and actively participate in staff meetings.
• Utilize appropriate methods for interacting effectively and professionally with persons of all ages and from diverse cultural, socioeconomic, educational, racial and ethnic backgrounds, sexual orientations, lifestyles and physical abilities.
  • Coordinate efforts to gain patient and family feedback regarding their experiences of healthcare (focus groups, surveys and other means) and participate in interventions which address articulated needs.
• Perform all other related/additional tasks as requested by physicians and/or management.
  • Provide cross coverage as needed.
• May assist and/or perform chaperone duties for patient medical procedures as needed.

Qualifications

EDUCATION

High School degree or equivalent required.

EXPERIENCE

1 year of administrative or customer service experience is required. Prior experience working within a physician's office/medical practice, hospital, or health system preferred.

SPECIAL SKILLS

Excellent, organizational, communication, customer service, and teamwork skills required. Ability to multi‑task is essential. EMR experience preferred. Working knowledge of Microsoft Office applications preferred. Core philosophy or values consistent with a patient‑centered approach to care. Demonstrates professional, appropriate, effective and tactful written, verbal and nonverbal communication with patients, families, medical staff, colleagues, vendors, and other departments throughout the continuum of care to promote continuity of care and services and enhance clinical image.