Lead Office Specialist

Summary

The Lead Office Specialist is responsible for ensuring the clinical practice operates in an efficient manner on a daily basis. Trains and instructs all new administrative staff members. Maintains adequate levels of administrative supplies for the department. Insures that all charge entry is captured as well as making sure all clinic dictation is completed by the physicians. Works collectively with the Practice Manager on the billing correction list to insure claims are refiled and paid. Demonstrates excellent customer service while interacting with patients and other healthcare professionals.

Responsibilities

• Must be willing to perform job standards and provide excellent customer service to staff, patients, visitors and other healthcare professionals in a manner consistent with Mercy Medical Centers' Service Excellence Standards, Mission and Values.

• The Lead Office Specialist expands knowledge of all admin positions/rolls within practices to include; PSA, Surgical Coordinator, MA admin work and others

• Supervise and assist staff with daily office work flows

• Managing Workqueues - ready to schedule, others

• Answer the phone lines

• Responsibly handle incoming calls, directing them to the appropriate personnel or assisting callers as needed

• Assist patients and/or providers with appointment scheduling/rescheduling, faxes, medication requests, etc

• Assist front desk staff with patients , patient calls, patient clinic, and incoming faxes

• Submit Prior Authorizations through EPIC, CoverMyMeds, NIA, EviCore and others

• Sort and assign inbound/outbound faxes and USPS mail

• Provide leadership, training, guidance, and supervision to administrative office staff.

• Delegate tasks and responsibilities effectively, ensuring smooth workflow and optimal productivity.

• Foster a positive work environment that encourages teamwork, professionalism, and continuous improvement.

• Daily Rounds with providers and staff - assisting and reporting any issues to the manager.

• Maintains adequate levels of administrative supplies for the department.

• Works collectively with the Practice Manager on the billing correction list to ensure claims are refiled and paid.

Requirements

EDUCATION AND WORK EXPERIENCE

• Education and Work Experience:

• High School Diploma or GED

• Required: 2-3 years in healthcare setting and is able to demonstrate growth and development which resulted in greater responsibility within an organization.

• Preferred: 5 years experience in a healthcare setting with supervisory responsibility.

• Medical terminology knowledge preferred

SPECIFIC REQUIREMENTS

• License Requirements:

• N/A

• Certification Requirements:

• N/A

• Age Specific Care Provided For:

• Adolescents

• Adults

• Geriatrics

• Knowledge, Skills and Abilities:

• Computer proficiency and technical aptitude with the ability to utilize one or more of the following:

• Microsoft Word, Power Point, Excel

• Microsoft Outlook

• Meditech (if applicable to position)

• Epic (if applicable to position)

• Performance Manager/NetLearning

• Must be able to read, write, and speak the English language in an understandable manner.

• Must be able to work independently and possess the ability to make independent decisions when circumstances warrant such action.

• Must possess the ability to effectively communicate and deal tactfully with other personnel, visitors, patients, physicians, customers, and the general public.

• Must be flexible, have personal integrity, and the ability to function effectively as a team with other employees.

• Must be able to follow written and oral instructions.

• Other Requirements:

• Excellent computer, organizational and data entry skills

• Detail oriented

• May be required to travel to satellite offices

• Duties, responsibilities and activities may change at any time with or without notice.