Patient Services Specialist – Medical Office

Down East Community Hospital; Milbridge (ME); On-site; USD 32,000 - 42,000; Full time

Job summary

Down East Community seeks a Medical Secretary to support a medical practice by handling front-desk duties, patient interactions, and EMR data entry. The role involves registering patients, verifying insurance, scheduling appointments, and processing payments in a compliant environment.

The position requires proficiency in typing and Office software, EMR knowledge, and an associate degree in medical secretary or equivalent office experience. On-site work in Milbridge, ME is expected.

Qualifications

• High school diploma or equivalent.
• Proficient typing and telephone communication skills.
• Knowledge of Electronic Medical Record (EMR).
• Associate degree in medical secretary program or 2 years of office experience.

Responsibilities

• Register patients and collect demographic, consent, and insurance information.
• Scan demographic data, IDs, and insurance cards into patient chart.
• Process electronic signatures for consents via electronic device.
• Perform insurance verification with insurers.
• Answer calls and route messages to appropriate staff.
• Schedule and confirm patient appointments via EMR and phone.
• Collect co-pays and payments; forward to billing.

Skills

Typing

Telephone communication

Microsoft Office

Electronic Medical Record (EMR)

Education

Associate degree in medical secretary program

2 years office experience

Tools

EMR system

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Description

JOB SUMMARY AND SCOPE

Performs secretarial functions to support the provision of care within the medical practice. Interacts with patients, families, and staff members to maximize successful patient outcomes.

ESSENTIAL JOB FUNCTIONS

• Registers patients; obtains necessary demographic, consent and insurance information from the patient and enters it in the computer.
• Scans applicable demographic, photo IDs, insurance cards, and any other necessary forms into the patient’s chart.
• Proficient in electronic signatures for consents through electronic device.
• Performs Electronic Insurance Verification or calls applicable insurance carriers.
• Answers the telephone and directs calls and messages to the appropriate recipient.
• Schedules patient appointments with acknowledgment of how the patient would prefer the appointment confirmation through the EMR
• Manually confirms patient appointments, if necessary.
• Prepares the patient charts daily, as necessary.
• Communicate through messaging and Phone Notes in EMR.
• Schedules patient appointments with acknowledgment of how the patient would prefer the appointment confirmation through the EMR
• Manually confirms patient appointments, if necessary.
• Collects co-pays and payments via check, cash or debit/credit card.
• Prepare co-pay payments and other payments to practice billing department no later than 3 days from the date of service.
• Participates with any department quality indicators.
• Completes daily, weekly, and monthly checklists as assigned with duties that may include office cleanliness, security, and other item requiring monitoring.
• Maintains compliance with all hospital policies as well as compliance with all State, Federal and CMS policies of licensing and certification.
• Responsible to maintain medical record privacy and security according to hospital policies and procedures at all times.
• Demonstrate a clear understanding of, and commitment to, the hospital’s mission, vision and values as well as the service excellence standards while completing all tasks and responsibilities.
• Provides coverage for other DECH physician offices when necessary.
• Seeks out needed information by staying informed and involved by attending meetings; reading memos, policies, meeting minutes, newsletters, email and other appropriate information in a timely manner.
• Reliable attendance and punctuality, including observing appropriate break times and extending a scheduled shift when necessary to meet patient demands
• Performs duties in a safe manner, in compliance with all safety policies and procedures
• Complies with the Code of Conduct and all appropriate policies and procedures
• Other duties, as assigned, that are relevant to the position and department

PHYSICAL EFFORT AND ENVIRONMENT

Moderate: Occasionally lifts up to 25 pounds independently. Occasionally pushes/pulls 100 pounds. Stands or walks often. Office environment/exam rooms.

EXPOSURE RISK

Exposure Category I: Employee at risk for exposure to blood borne pathogens.

QUALITY IMPROVEMENT

• Maintains current knowledge of the hospital-wide Quality Improvement Program.
• Collaborates with management to improve the effectiveness of the department through the Quality Improvement plans and processes.
• Participates in the departmental and hospital-wide Quality Improvement activities as directed by the manager.

COMPLIANCE

• Adheres to the federal, state, and local statutes and regulations.
• Adheres to the Compliance Program policies and procedures of Down East Community.
• Adheres to all Privacy and Security policies and procedures of Down East Community.
• Communicates any concern related to compliance issues to manager of department or Compliance Officer.
• Communicates any concern related to confidentiality issues to the Privacy Officer.

*DECH is an equal opportunity employer.

Requirements

MINIMUM REQUIREMENTS

• High School Diploma
• Proficient in typing, telephone communication, Microsoft Office (Word, Excel and Outlook)
• Knowledge of Electronic Medical Record.
• Associate degree from a medical secretary program or 2 years experience in an office setting.