Practice Administrative Associate

Yale New Haven Health; Trumbull (CT); On-site; USD 42,000 - 64,000; Full time

Job summary

Yale New Haven Health is seeking a Practice Administrative Associate to coordinate patient care and physician activity, greet patients, answer calls, schedule appointments, and maintain medical records in Epic.

The role requires strong organizational, communication, and teamwork skills, with preferred experience in a medical office and proficiency in Microsoft Office. Commitment to patient-centered care is essential.

Qualifications

• High school degree or equivalent required.
• Minimum 1 year of administrative or customer service experience.
• Experience in a physician's office/medical practice, hospital, or health system preferred.

Responsibilities

• Coordinate patient check-in and front desk operations for quality, cost-effective services.
• Maintain appointment schedules and communicate changes to staff.
• Answer phone lines professionally and route messages.
• Process pre-authorizations for tests and procedures.
• Maintain electronic medical records and paper charts.
• Handle daily office duties: messages, mail, faxes, and filing.
• Collect co-pays and reconcile cash and card transactions in Epic.
• Support quality improvement activities and staff meetings.
• Interact professionally with diverse patients and staff.
• Provide cross-coverage as needed.

Skills

Organizational skills

Communication

Customer service

Teamwork

Multi-tasking

EMR experience

Microsoft Office

Patient-centered care values

Education

High School 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

189980