Education

High School or GED equivalency required. Associates Degree Preferred.

Experience
3 years related experience in a medical office setting

Previous experience as a team or project leader highly desired

Skills

• Knowledge of medical terminology.
• General knowledge of and skill in the practical application of office practices, procedures, and equipment; business English, spelling, punctuation, grammar, and arithmetic.
• Skill to assist with management of daily operational activities Skill in using computerized medical record system, (scheduling, registration, billing) and personal productivity applications (Experience in EPIC strongly preferred)
• Ability to analyze existing processes and trends by generating reports to provide solution recommendations that improve daily operations
• Ability to assist with project management by creating assignments, tracking progress, and resolving issues within allotted timelines and budget
• Skill in using computers and a variety of personal productivity applications, specifically Microsoft Excel, PowerPoint, Publisher, Outlook, and EMR
• Skill in understanding and following oral and written instructions, an in communicating effectively both orally and in writing; skill in written and oral communication
• Skill in performing non-complex arithmetic calculations
• Ability to manage multiple tasks and deadlines.
• Ability to type 40 WPM

Physical Requirements

• Ability to sit, stand, and walk. May travel to other practice locations, as required.

Working Conditions

• Normal office environment with little exposure to noise, dust, and the like.

Principal Duties and Responsibilities

• Oversees and coordinates all facets of day-to-day operations of area of the center, including reporting, policy development, procedure development, workflow, staffing, and equipment and supply maintenance. May delegate workflow or staffing to Lead MA, Administrative Surgical Posting Specialist or Patient Accounts Coordinators as deemed necessary.

• Assists the Administrative-Clinical Director with payroll and with accounts payable issues and is the backup for all concerns.
• Provides input to the Administrative-Clinical Director with the center budget to include analyzing the budget variances, and implementing actions plans.

• Maintains accurate records for accounting purposes. Assists with project management by creating assignments, tracking progress, and resolving issues to maximize operations within allotted timelines and budget.

• Ensures equipment and supply levels are appropriately maintained, in cooperation with Director/Manager. Maintains records of service contracts, equipment repairs and the like. Arranges for repair of equipment and ordering of supplies.

• Assists the Administrative-Clinical Director in fostering a positive work environment as evidenced by staff morale, turnover rates and/or vacancy rates.
• Assists the Administrative-Clinical Director by monitoring work performance of the staff, such as monitoring absenteeism and lateness.
• Assists the Administrative-Clinical Director in the completion of corrective action and performance improvement plans of staff.

• Under supervision of Administrative-Clinical Director, trains and orients new employees and monitors their progress.
• Serves as a "super user" for new systems.

• Routinely addresses complex situations based on past experiences, knowledge, and understanding of healthcare.

• Provides analytical and technical support. Innovative and proactive with special projects to ensure smoother operations and improve quality of care. Analyzes data utilizing the generation of reports to improve patient care

• Assists the Administrative-Clinical Director in improving and maintaining compliance with regulatory requirements such as JCAHO.
• Conducts monthly chart audits to ensure compliance with various regulatory agencies.

• Ensures proper customer service is provided to patients by assisting the front office staff.
• Maintains and works in a multifaceted electronic medical scheduling and billing system.
• Schedules patient appointments, codes labs, tests, and performs (pre) registration duties as required.
• Answers complex questions with accuracy and provides up to date insurance information according to restrictions of HMOs, PPOs, etc. while working with physicians, patients, and other hospital departments.

• Assists the Administrative-Clinical Director to ensure all Practice billing functions are accurate and complete by delegation to staff or by performing the billing duties.
• Ensures that all chart and billing information for all Part A and Part B are completed within 24 hours of date of service.,
• Ensures all patient co-payments and/or outstanding debts are collected. Reconciles all cash collected, deposits, and maintains records of same.

• Assists the Administrative-Clinical Director with staffing issues, workflow, and ensures adequate coverage is maintained throughout the practice. Delegates workflow/staffing tasks to Lead Medical Assistant to ensure efficient work flow and processes in the center.

• Arranges and assists with onboarding of new employees

• Provides general administrative support for the Administrative-Clinical Director to ensure the following tasks are accomplished: types a variety of letters, correspondence, reports, posters, and related documents.
• Plans, organizes agendas, takes effective meeting minutes for administrative staff and full staff meetings in coordination with the Administrative-Clinical Director.
• Acts as office manager and orders office supplies, bulk mailings, and other duties as assigned by Administrative-Clinical Director.

All roles must demonstrate GBMC Values

Respect

I will treat everyone with courtesy. I will foster a healing environment.

• Treats others with fairness, kindness, and respect for personal dignity and privacy
• Listens and responds appropriately to others' needs, feelings, and capabilities

Excellence

I will strive for superior performance in every aspect of my work. I will recognize and celebrate the accomplishments of others.

• Meets and/or exceeds customer expectations
• Actively pursues learning and self-development
• Pays attention to detail; follows through

Accountability

I will be professional in the way I act, look and speak. I will take ownership to solve problems.

• Sets a positive, professional example for others
• Takes ownership of problems and does what is needed to solve them
• Appropriately plans and utilizes required resources for various job duties
• Reports to work regularly and on time

Teamwork

I will be engaged and collaborative. I will keep people informed.

• Works cooperatively and collaboratively with others for the success of the team
• Addresses and resolves conflict in a positive way
• Seeks out the ideas of others to reach the best solutions
• Acknowledges and celebrates the contribution of others

Ethical Behavior

I will always act with honesty and integrity. I will protect the patient.

• Demonstrates honesty, integrity and good judgment
• Respects the cultural, psychosocial, and spiritual needs of patients/families/coworkers

Results

I will set goals and measure outcomes that support organizational goals. I will give and accept help to achieve goals.

• Embraces change and improvement in the work environment
• Continuously seeks to improve the quality of products/services
• Displays flexibility in dealing with new situations or obstacles
• Achieves results on time by focusing on priorities and manages time efficiently

COVID-19 Vaccination

All applicants must be fully vaccinated against Covid-19 or obtain a GBMC approved medical or religious exemption prior to starting employment at GBMC Healthcare, to include Gilchrist and GBMC Health Partners.

Equal Employment Opportunity

GBMC HealthCare and its affiliates are Equal Opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical disability, genetic information, veteran status, or any other status protected by federal, state, or local law.