Patient Services Coord. III – Plastic Surgery

Site: The General Hospital Corporation

At Mass General Brigham, we know it takes a surprising range of talented professionals to advance our mission—from doctors, nurses, business people and tech experts, to dedicated researchers and systems analysts. As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community. We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve.

At Mass General Brigham, we believe a diverse set of backgrounds and lived experiences makes us stronger by challenging our assumptions with new perspectives that can drive revolutionary discoveries in medical innovations in research and patient care. Therefore, we invite and welcome applicants from traditionally underrepresented groups in healthcare — people of color, people with disabilities, LGBTQ community, and/or gender expansive, first and second-generation immigrants, veterans, and people from different socioeconomic backgrounds – to apply.

Job Summary

GENERAL SUMMARY/ OVERVIEW STATEMENT:

Under the supervision of the Senior Administrative Manager, provides a broad level of administrative support to a physician, medical practice or clinic for patient care and administrative activities. Works independently to execute job responsibilities and tasks. Works with the physician, staff members and management to ensure a quality-based, customer-oriented flow of work. Utilizes discretion and judgment to organize priorities, complete tasks and handle confidential patient information. Performs a wide range of administrative tasks utilizing well established skills and experience to support a medical office, including surgical scheduling, prior authorizations, medical office coding and billing as well as coordinating patient services such as appointments, testing, and referrals. Performs administrative coordination of a physician’s office to include administrative support, data management and billing/financial support. Maintains advanced knowledge and proficiency in medical office operation, insurance regulations and billing practices.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

PATIENT CARE RESPONSIBILITIES

• Schedules patient office appointments; coordinating with others as appropriate. Provides information to physician as appropriate.
• Refers patients to appropriate hospital departments for registration, referral and financial services as needed.
• Obtains, provides and maintains medical records in support of patient visits, surgeries, billing and other needs.
• Maintains high level of knowledge and skill in the use of appropriate electronic systems to obtain and provide information.
• Arranges and/or provides information and visit support to patients and their families, such as distributing maps, information regarding procedures and interpreter services.
• Prepares for patient visits by placing appointment and surgery reminder calls, organizing patient files and printing forms and ensuring physician and office is prepared to provide for patient visit or surgery.
• Completes all aspects of patient checks-in in a courteous manner. This includes updating computer systems with correct and complete information, obtaining referral information and payments and preparing billing materials. Coordinates with clinical staff to ensure smooth patient flow.
• Completes procedures to check-out patients as they exit exam rooms, including scheduling appointments and testing
• Provides and coordinates office support to meet physician needs. This includes operating room schedules, maintaining files, dictation support, correspondence with physicians, patients and other offices or agencies – Provides and coordinates patient appointments to include processes related to cancelled appointments and reminder notices.

ADMINISTRATIVE RESPONSIBILITIES

• Maintains physician’s office to include calendar management, travel, office reception, mail processing, correspondence and reports and related responsibilities of an administrative nature.
• Ensures timely renewal and maintains files of physician’s medical license(s), DEA certificate, professional liability insurance, etc. Prepares and maintains files of hospital and managed care plan credentialing documents. Ensures office is operating efficiently by performing duties to monitor and address needs such as order supplies, maintain files and obtain literature.
• Organizes materials and information for processing of invoices and reimbursements, updating and communicating on-call schedules and for use in presentations made at national meetings. Establishes and maintains databases for practice and physician use.
• Arranges for outside visitors, medical students, etc. as requested by physician.
• Cross covers other staff members, e.g. breaks, lunches, vacations, during variations in work flow as needed.
• Participates in periodic staff meetings or other departmental meetings. – Perform/participate in special projects as may arise from time-to-time.

SURGICAL SCHEDULING

• Arranges patient surgeries by scheduling pre-surgery appointments and testing; reschedules as needed. Obtains all required authorizations and referrals in advance of surgery. Provides information to Admitting in a timely manner.
• Utilizes Epic to schedule surgeries electronically. Updates physician calendar to block surgery schedule. Communicates any special circumstances to the physician. Distributes surgical schedules.
• Works with primary care and specialty offices to obtain patient historical data, reports, imaging studies, lab results or other information necessary for the coordination and completion of the surgery and patient care.
• Ensures patients receive pertinent patient education information about their surgeries. Confirms completion of Consent for Surgery forms. Provides patients with pre-surgical instructions in a timely manner. Addresses or refers patient and family questions regarding surgery, insurance and administrative.
• Work effectively and efficiently with insurance companies to obtain pre-authorization for any and all surgical procedures.
• Maintains files to incorporate surgical information in paper and electronic patient and office files. This includes operative notes, discharge summaries and test reports.
• May schedule post-operative appointments and testing.

BILLING

• Maintains an advanced level of knowledge regarding third party insurance, managed care and financial services and resources available to patients. Attends meetings and educational sessions to secure this knowledge base.
• Organizes and forwards patient and procedure information for billing. Answers patient and billing office questions. Resolves any discrepancies.
• Creates and maintains billing information, updating patient and hospital records. Ensures bills are processed and mailed in a timely manner. Works with patients to collect payments for all services provided.
• Investigates and resolves billing matters utilizing advanced knowledge and skill related to insurance coverage, referral management, insurance company procedures and billing process.
• Serves as a resource to administrative colleagues and physicians regarding billing procedures and collections.

Qualifications

QUALIFICATIONS:

• High School Diploma or GED required. Associate’s Degree or Applicable Certification preferred. Equivalent and additional administrative experience may be considered in place of education.
• Minimum of 3 to 5 years of administrative experience. Experience in a healthcare setting helpful.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Exceptional computer skills (including Word, Excel, Outlook, etc.) required. – Knowledge of Epic preferred but not required
• Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures.
• Ability to work independently or in a team environment.
• Excellent interpersonal and customer service skills; ability to solve problems.

Additional Job Details (if applicable)

Additional Job Description

Remote Type

Hybrid

Work Location

15 Parkman Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

EEO Statement:

The General Hospital Corporation is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

Mass General Brigham Competency Framework

At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.

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