Practice Administrative Associate

Yale New Haven Health; Greenwich (CT); On-site; USD 42,000 - 56,000; Full time

Job summary

Yale New Haven Health is seeking a Practice Administrative Associate to coordinate patient care and physician activity. The role greets patients, handles check-in, schedules, and maintains medical records while ensuring professional patient interactions across diverse backgrounds.

The position requires a high school diploma, 1 year of admin or customer service experience, and proficiency in Microsoft Office with EMR familiarity; healthcare setting experience is preferred.

Qualifications

• High School degree or equivalent required.
• 1 year of administrative or customer service experience required; healthcare/physician office experience preferred.
• Excellent organizational, communication, customer service, and teamwork skills required; ability to multi-task.

Responsibilities

• Maintain appointment schedule template (alterations, additions, deletions).
• Communicate schedule changes to staff and physicians/providers.
• Coordinate front desk and check-in processes for efficient service.
• Receive patients and verify information and signatures per policies.
• Answer phones and route to appropriate personnel.
• Process pre-authorizations for upcoming tests and procedures.
• Track referrals into the practice.
• Maintain electronic medical records and paper charts.
• Handle daily tasks: messages, faxes, mail, filing.
• Forward calls to answering service and inform staff about on-call status.
• Provide cross-coverage and assist with chaperone duties as needed.

Skills

Organizational skills

Communication

Customer service

Teamwork

Multi-tasking

Education

HS Diploma or Equivalent

Tools

Epic EMR

Microsoft Office

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, maintaining patient medical records.

EEO/AA/Disability/Veteran

Responsibilities

• 1. Maintain appointment schedule template (alterations, deletions, additions).
• 1.1 Responsible for communicating schedule changes to the appropriate staff members and physicians/providers.
• 2. Coordinate the ongoing operation of the check-in process and front desk to ensure that quality services provided are cost effective and efficient.
• 2.1 Receive patient at arrival and verify and obtain all necessary information and signatures in accordance with NEMG policies and procedures
• 3. Answer telephone calls to office, assists callers in a pleasant manner, takes accurate and complete messages and refer callers to appropriate personnel when necessary.
• 3.1 Maintain proper telephone etiquette when speaking with patients/companies and healthcare team.
• 4. When necessary, executes all necessary pre-authorizations as required by insurance companies for upcoming diagnostic tests and procedures.
• 4.1 Track referrals coming into the practice.
• 5. Maintain electronic medical records and/or paper medical charts in accordance with NEMG policies and procedures.
• 6. 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.
• 6.1 Forwards phones to answering service and notifies answering service about the physicians on-call status.
• 7. Collect and reconcile co-pay collections/cash drawers (cash, checks, credit card payments) within Epic in accordance with NEMG policy and procedures.
• 8. Collaborate in the development of and contributes to individual team, and department quality improvement and evaluation activities.
• 8.1 Attend and actively participate in staff meetings
• 9. 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.
• 9.1 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.
• 10. Performs all other related/additional tasks as requested by physicians and/or management.
• 10.1 Provide cross coverage as needed
• 11. May assist and/or perform chaperone duties for patient medical procedures as needed.

Qualifications

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.

YNHHS Requisition ID

193558