Office Assistant - Primary Family Medicine

CHRISTUS Health; Santa Fe (NM); On-site; USD 35,000 - 45,000; Full time

Job summary

Christus St. Vincent Medical Group seeks MOS Associate to manage patient encounters, verify insurance eligibility, obtain authorizations, and collect copays. You will input accurate demographic and financial data and support revenue cycle operations.

This role requires attention to compliance, confidentiality, and teamwork across clinics; schedule maintenance, front-desk duties, and flexible coverage as needed.

Qualifications

• High School graduate.
• 1–3 years in general or medical office work.
• 1–2 years of health insurance experience preferred.
• Experience with Excel, email, and online insurance verification.
• Strong data entry, typing and computer skills.
• Dependable with strong organizational and customer service skills.

Responsibilities

• Verify insurance eligibility and obtain necessary authorizations and referrals.
• Collect copays and patient portions based on benefits and balances.
• Enter accurate patient demographics and financial information.
• Answer calls, schedule appointments, and check in/out patients.
• Maintain compliance with state/federal regulations and protect patient confidentiality.

Skills

Data entry

Insurance verification

Customer service

Organizational skills

Problem solving

Excel

Email

Typing / Word processing

Dependable

Health insurance knowledge

Education

High School diploma

Tools

Excel

Job description

Summary

While utilizing AIDET framework of communication, the MOS associates facilitates a welcome and easy access to the clinic. MOS associates are responsible for establishing an encounter for any patient who meets the guidelines for the clinician group. MOS associates ensure that all data entry is accurate including demographic and financial information for each account. MOS associates have numerous procedural requirements including data elements, insurance verification, and collections for all patient portions including prior balances. MOS associates are responsible for the successful financial outcome of all patient accounts. MOS associates are responsible for ensuring the Christus St. Vincent Medical Group (CSVMG) maintains compliance with State and Federal regulations, The Joint Commission, and Department of Health and Hospital compliance standards (for HOPD clinics). MOS associates communicate directly with patients and families, physicians, nurses, insurance companies and third‑party payers. In addition, MOS associates responsibilities include some and/or all of the following; scheduling clinic appointments, check in/out process, answering incoming phone calls, reminder phone calls, taking and/directing messages to appropriate staff. Provide clerical support, scanning documents, sorting the clinics fax inbox, and daily working the Missing Reg Items WQ. This position requires professional appearance, good communication and effective organizational skills. MOS associate representatives require dependability, flexibility, and teamwork. MOS associates may provide valuable support and cover staffing shortages in other clinics. Floating to other clinics promote teamwork and collaboration among the clinician group.

MOS I

This level is designed to demonstrate knowledge and competency of MOS associates duties in the area, which the associate was hired into. Expected competency to use good judgment in making independent decisions to resolve customer issues in all routine operations.

MOS II

This advanced level position is designed to promote the demonstrated accuracy, knowledge and competency of MOS associate duties in all areas. This includes a demonstrated ability to use good judgment in making independent decisions to resolve customer issues in all routine operations. MOS associates will be in good standing and required to pass a competency test based on revenue cycle functions and regulatory compliancy. RQA and AIDET observation scores will factor into advancement to this level.

MOS III

This advanced level position is designed to promote the demonstrated accuracy, knowledge and competency of MOS associate duties in all areas. This includes a demonstrated ability to use good judgment in making independent decisions to resolve customer issues in all routine operations. MOS associates will be in good standing and required to pass a competency test based on revenue cycle functions and regulatory compliancy. RQA and AIDET observation scores will factor into advancement to this level. This advanced level is also expected to assist in the development and mentoring of other MOS associates.

Responsibilities

MOS I

• To financially secure the visit, the MOS associate verifies insurance eligibility, and ensures the necessary authorizations and referrals are in place for the services rendered.
• Collects copay due and the estimated patient portion based on benefits and contractual reimbursement as well as prior balances.
• Performs financial assessment for appropriate program assistance
• Communicates the purpose of and obtains patient/legal guardian signatures on all necessary clinic and hospital documents (for HOPD).
• Ensuring compliance with State and Federal regulations, informing and obtaining patient signatures on required forms. CMS required MSPQ, HOPD Consent to Treat, Patient Financial Responsibility, Patient Rights, HIPAA, SB71 Questionnaire, HOPD billing notification, OON where applicable, NSA information sheet & Surprise Billing Notification, Notice of Privacy Practices, GFE)
• Represents the Christus St Vincent Medical Group in a professional, courteous manner at ALL times.
• Required to assist the hospital in the event of an internal or external disaster.
• Supports the flexible needs of the department to accommodate patient volume in all areas of the clinic. This may require assignment to another clinic, and shift change.
• Supports the department in achieving established performance targets.
• Completes required associate training as needed and as mandated (annual Healthstreams).
• Maintains the team discipline of following all elements of established standard processes.
• Coordinates, communicates, and assists in monitoring work flow and work tasks necessary to manage fluctuating volumes.
• Provides feedback to the team to help identify educational needs, and mediation needs by reporting IPOs (issues, problems, and opportunities).
• Demonstrates competence to perform assigned responsibilities is a manner that meets the population-specific and developmental needs of the members served by the department.
• Appropriately adapts assigned assessment, treatment, and/or service methods to accommodate the unique physical, psychosocial, cultural, and age-specific and other developmental needs of each member served.
• Takes personal responsibility to comply with CSV company policies, procedures and standards as promulgated by state and federal agencies, the clinician group, and other regulatory entities.
• Performs all duties in a manner that protects the confidentiality of patients and does not solicit or disclose any confidential information unless it is necessary in the performance of assigned job duties.
• Serves as a point of primary contact for patient complaints/customer issues.
• Performs other duties as assigned.

MOS II

• MOS associates are the start of the revenue cycle and are responsible for accurately entering all required data elements for registration, including patient demographic, financial information, guarantor information, and relevant notes associated with the encounter.
• To financially secure the visit, the MOS associate verifies insurance eligibility, and ensures the necessary authorizations and referrals are in place for the services rendered.
• Collects copay due and the estimated patient portion based on benefits and contractual reimbursement as well as prior balances.
• Performs financial assessment for appropriate program assistance.
• Communicates the purpose of and obtains patient/legal guardian signatures on all necessary clinic and hospital documents (for HOPD).
• Ensuring compliance with State and Federal regulations, informing and obtaining patient signatures on required forms. CMS required MSPQ, HOPD Consent to Treat, Patient Financial Responsibility, Patient Rights, HIPAA, SB71 Questionnaire, HOPD billing notification, OON where applicable, NSA information sheet & Surprise Billing Notification, Notice of Privacy Practices, GFE)
• Represents the Christus St Vincent Medical Group in a professional, courteous manner at ALL times.
• Required to assist the hospital in the event of an internal or external disaster.
• Supports the flexible needs of the department to accommodate patient volume in all areas of the clinic. This may require assignment to another clinic, and shift change.
• Supports the department in achieving established performance targets.
• Completes required associate training as needed and as mandated (annual Healthstreams).
• Maintains the team discipline of following all elements of established standard processes.
• Coordinates, communicates, and assists in monitoring work flow and work tasks necessary to manage fluctuating volumes.
• Provides feedback to the team to help identify educational needs, and mediation needs by reporting IPOs (issues, problems, and opportunities).
• Demonstrates competence to perform assigned responsibilities is a manner that meets the population-specific and developmental needs of the members served by the department.
• Appropriately adapts assigned assessment, treatment, and/or service methods to accommodate the unique physical, psychosocial, cultural, and age-specific and other developmental needs of each member served.
• Takes personal responsibility to comply with CSV company policies, procedures and standards as promulgated by state and federal agencies, the clinician group, and other regulatory entities.
• Performs all duties in a manner that protects the confidentiality of patients and does not solicit or disclose any confidential information unless it is necessary in the performance of assigned job duties.
• Serves as a point of primary contact for patient complaints/customer issues.
• Performs other duties as assigned.

MOS III

• MOS associates are the start of the revenue cycle and are responsible for accurately entering all required data elements for registration, including patient demographic, financial information, guarantor information, and relevant notes associated with the encounter.
• To financially secure the visit, the MOS associate verifies insurance eligibility, and ensures the necessary authorizations and referrals are in place for the services rendered.
• Collects copay due and the estimated patient portion based on benefits and contractual reimbursement as well as prior balances.
• Performs financial assessment for appropriate program assistance.
• Communicates the purpose of and obtains patient/legal guardian signatures on all necessary clinic and hospital documents (for HOPD).
• Ensuring compliance with State and Federal regulations, informing and obtaining patient signatures on required forms. CMS required MSPQ, HOPD Consent to Treat, Patient Financial Responsibility, Patient Rights, HIPAA, SB71 Questionnaire, HOPD billing notification, OON where applicable, NSA information sheet & Surprise Billing Notification, Notice of Privacy Practices, GFE)
• Represents the Christus St Vincent Medical Group in a professional, courteous manner at ALL times.
• Required to assist the hospital in the event of an internal or external disaster.
• Supports the flexible needs of the department to accommodate patient volume in all areas of the clinic. This may require assignment to another clinic, and shift change.
• Supports the department in achieving established performance targets.
• Completes required associate training as needed and as mandated (annual Healthstreams).
• Maintains the team discipline of following all elements of established standard processes.
• Coordinates, communicates, and assists in monitoring work flow and work tasks necessary to manage fluctuating volumes.
• Provides feedback to the team to help identify educational needs, and mediation needs by reporting IPOs (issues, problems, and opportunities).
• Demonstrates competence to perform assigned responsibilities is a manner that meets the population-specific and developmental needs of the members served by the department.
• Appropriately adapts assigned assessment, treatment, and/or service methods to accommodate the unique physical, psychosocial, cultural, and age-specific and other developmental needs of each member served.
• Takes personal responsibility to comply with CSV company policies, procedures and standards as promulgated by state and federal agencies, the clinician group, and other regulatory entities.
• Performs all duties in a manner that protects the confidentiality of patients and does not solicit or disclose any confidential information unless it is necessary in the performance of assigned job duties.
• Serves as a point of primary contact for patient complaints/customer issues.
• Performs other duties as assigned.

Requirements

Education

• High School graduate

Certification/Licenses

• NA

Skills

• Comfortable using a computer, basic typewriting and computer skills (data entry or word processing)
• Experience with excel, email and online insurance verification
• Self-motivated and self-directed
• Must be dependable
• Have strong organizational skills
• Have excellent customer service skills
• Have strong problem-solving skills
• Knowledge of health insurance and managed care concepts and requirements.

Experience

• One to three years of general or medical office experience or completion of a medical office program within the last two years. One to two years of health insurance experience is preferred.

Work Schedule

8AM - 5PM Monday-Friday

Work Type

Full Time