Front Office and Billing Careers
Business Office
Non-exempt, full-time or part-time
Are you skilled in patient scheduling and experienced in managing medical office operations? As a critical member of our team, you will ensure a smooth patient flow, handle multi-line telephone systems, and manage electronic medical records with accuracy and compassion. If you’re ready to contribute to a professional healthcare environment and ensure effective patient care, reach out to explore this opportunity.
Required Knowledge, Skills and Abilities
- No licensing is required for this position.
- Strong multi-line telephone experience.
- Medical terminology and experience preferred.
- Medical insurance knowledge is strongly preferred.
- Proven ability to communicate effectively and courteously, with a high degree of compassion.
- Must be able to read small print, and write clearly and concisely.
- EMR experience required, E-Clinical Works (ECW) experience preferred.
- Must be able to maintain a professional demeanor in times of high stress.
- Must be able to multitask with a high degree of accuracy.
- Must be comfortable providing clinical information as needed.
Required Licenses and/or Certifications
- HIPAA Certification required within 60 days of hire
Primary Job Responsibility
The primary job responsibility of this position is to maintain a smooth flow of patients via proper scheduling, checking in and checking out.
Key Responsibilities
The essential functions of this position include but are not limited to the following. Other duties may be assigned as required:
- Schedule patients according to guidelines and set schedules for providers, testing, and nurse visits.
- Answer the phone as quickly as possible, greet the caller warmly and identify yourself. Transfer calls to the appropriate person, or handle the matter if possible. When the needed person isn’t available, document the call in a Telephone Encounter (TE) and address it to them. Do not mark a TE as addressed until it is completely completed.
- Clean and disinfect the waiting room as needed throughout the day and at close of day.
- Maintain proper records for the money box, and balance daily.
- Check the fax in box and separate the faxes accordingly
- Run insurance eligibility for upcoming patients as scheduled.
- Print schedules and medication sheets for the following day, make sure to check if you are missing anything for the patient (i.e. new patient packet, photo ID, insurance card) and mark schedule for what may be missing.
- Prepare the tech schedules for any ancillary testing the next day.
- Prepare the ABN’s for any ancillary testing the next day.
- Make sure that you perform the RX eligibility and check the transition of the care box on each patient that is coming in that day.
- Make new patient packets as needed.
- Greet the patients when they arrive, collect any information you need from the patient, and collect copays and/or balances due on each patient, providing receipts.
- Be sure to verify that the patient’s PCP and referring physician, and verify insurance data, address, and other demographics are the same. Be on alert for the new Medicare cards, and ask patient if they received a new Medicare card.
- Scan documents that need to be scanned and put them in the appropriate folders.
- When a patient calls to cancel and they do not want to reschedule at that time, be sure to move the appointment to the bumped list so that we do not lose the chart.
- Please check the bumped list often to make sure that no one is coming up for an appointment that has not been notified. Also, be sure to send out the automated calls for patients to let them know that they need to reschedule.
- Empty shred boxes nightly before you leave.
- Correct messenger logs at the end of the day, addressing any faxes, emails, etc. that did not complete transmission.
- Take inventory of clerical supplies on a weekly basis and submit them to the administrator for ordering.
- Check emails and faxes throughout the day, acting on them appropriately.
- Be sure to check the fire extinguisher once a month and record the date and your initials on the tag attached to the fire extinguisher.
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance (HRA)
- Life insurance
- Opportunities for advancement
- Paid time off
- Retirement plan
- Uniform allowance
- Vision insurance
- The Villages® Charter School eligible
- Must be able to lift or move up to 50 pounds with assistance, and assist with wheelchair movement.
- Must be able to stand or walk for extended periods of time.
- Sometimes will be required to stoop, crawl, bend, squat or kneel.
- Must be able to type, flex hands and/or wrists and/or reach for extended periods of time.
The work environment is usually quiet, with limited exposure to loud noises, extreme temperature fluctuations, or strenuous activity, generally those found in an office setting, and little to no moving parts machinery.
Cardiology Office Scheduler
We are seeking an organized and detail-oriented Cardiology Office Scheduler to join our healthcare team. The Cardiology Office Scheduler will be responsible for coordinating patient appointments, managing the cardiology department’s schedule, and ensuring smooth and efficient operation of daily activities. This role is essential in providing exceptional patient service and supporting the overall functioning of the cardiology office.
- High school diploma or equivalent; associate degree or related certification in medical office administration is a plus.
- Previous experience in medical scheduling, preferably in a cardiology or specialty medical office.
- Proficiency in using electronic medical records (EMR) systems and scheduling software.
- Strong organizational skills and attention to detail.
- Excellent communication and interpersonal skills for effective patient interaction and teamwork.
- Ability to handle multiple tasks and work in a fast-paced environment.
- Knowledge of medical terminology, especially related to cardiology, is an advantage.
- Familiarity with insurance verification and authorization processes.
- Customer service-oriented with a patient-centered approach.
Key Responsibilities
- Appointment Scheduling: Coordinate and schedule patient appointments for cardiology consultations, diagnostic tests, and follow-up visits. Ensure that appointments are scheduled efficiently, minimizing patient wait times and optimizing the use of physician and facility resources.
- Patient Communication: Serve as the primary point of contact for patients regarding appointment scheduling, changes, and cancellations. Provide clear and courteous communication, addressing patient questions and concerns.
- Referral Management: Handle incoming referrals from other healthcare providers, ensuring that all necessary documentation and information are obtained and that appointments are scheduled promptly.
- Coordination with Medical Staff: Collaborate with cardiologists, nurses, and other healthcare professionals to manage and adjust the schedule as needed, accommodating urgent cases, emergencies, and physician availability.
- Insurance Verification: Verify patient insurance coverage and obtain necessary authorizations for procedures and diagnostic tests. Communicate with insurance companies as needed to resolve any issues.
- Record Keeping: Maintain accurate and up-to-date patient records, appointment logs, and scheduling information in the electronic medical records (EMR) system. Ensure confidentiality and compliance with HIPAA regulations.
- Reminder Calls and Follow-ups: Conduct reminder calls or send notifications to patients about upcoming appointments. Follow up with patients who miss appointments or need to reschedule.
- Billing and Payment Coordination: Work with the billing department to ensure accurate billing information is collected at the time of scheduling. Assist patients with billing inquiries related to scheduled services.
- Customer Service: Provide exceptional customer service to patients, families, and visitors, ensuring a positive experience at the cardiology office. Address and resolve any scheduling-related issues or complaints.
- Administrative Support: Assist with other administrative tasks as needed, such as handling incoming calls, managing the front desk, and providing support to the cardiology team.
- Opportunity to work in a specialized medical field.
- Interaction with patients and healthcare professionals in a dynamic environment.
- Professional growth opportunities and training.
- Supportive and collaborative team atmosphere.
- Ability to sit for extended periods while using a computer.
- Fine motor skills for typing and data entry.
- Capacity to manage stress in a busy medical office environment.
The Cardiology Office Scheduler will work in a cardiology clinic or medical office setting, interacting with patients, healthcare providers, and administrative staff. The role involves managing a busy schedule, handling patient inquiries, and ensuring a smooth workflow in the cardiology department.
This job description is intended to provide a general overview of the responsibilities and qualifications required for the position of Cardiology Office Scheduler. Specific duties and requirements may vary based on the healthcare facility and its protocols.
Authorizations Clerk
Non-exempt, full-time or part-time
Are you adept at navigating insurance processes and securing authorizations for medical services? As an Authorizations Clerk, you’ll ensure proper prior authorizations are obtained, handle insurance documentation, and provide essential support to our billing department. If you’re ready to contribute to a compassionate and efficient healthcare environment, connect with us to explore this opportunity.
Required Knowledge, Skills and Abilities
- No licensing is required for this position.
- Strong multi-line telephone experience.
- Must have familiarity with diagnosis codes, medical terminology, and health insurance differences.
- Proven ability to communicate effectively and courteously, with a high degree of compassion.
- Must be able to read small print, and write clearly and concisely.
- EMR experience required, E-Clinical Works (ECW) experience preferred.
- Must be able to maintain a professional demeanor in times of high stress.
- Must be able to multitask with a high degree of accuracy.
- Must be comfortable providing clinical information as needed.
Required Licenses and/or Certifications
- HIPAA Certification required within 60 days of hire
- CPC Certification helpful but not required
Primary Job Responsibility
The primary job responsibility of this position is to secure proper prior authorization for services as dictated by patient insurance.
Key Responsibilities
The essential functions of this position include but are not limited to the following. Other duties may be assigned as required:
- Survey upcoming schedules, identifying any testing, office visits or procedures that require prior authorization from insurance companies. Verify insurance coverage as needed.
- Submit for authorizations to insurance companies as required, providing proper documentation to ensure approval.
- For any patients with HMO’s that require authorization from their Primary Care provider, submit for authorization from PCP with proper documentation. Maintain a log of the submittals, and monitor for timeliness to ensure payment.
- Notify Billing Manager for any authorizations that are not being approved in a timely manner.
- Reschedule any testing that has not been properly authorized, as directed by the Billing Manager.
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance (HRA)
- Life insurance
- Opportunities for advancement
- Paid time off
- Retirement plan
- Uniform allowance
- Vision insurance
- The Villages® Charter School eligible
- Must be able to lift or move up to 50 pounds with assistance, and assist with wheelchair movement.
- Must be able to stand or walk for extended periods of time.
- Sometimes will be required to stoop, crawl, bend, squat or kneel.
- Must be able to type, flex hands and/or wrists and/or reach for extended periods of time.
The work environment is usually quiet, with limited exposure to loud noises, extreme temperature fluctuations, or strenuous activity, generally those found in an office setting, and little to no moving parts machinery.
Biller
Non-exempt, full-time
Are you detail-oriented with a knack for managing electronic medical records and multitasking in a high-stress environment? If you’re ready to handle a vital role in billing operations while maintaining the highest standards of professionalism and ethics, reach out to learn more about this opportunity.
Required Knowledge, Skills and Abilities
- No licensing is required for this position.
- Strong multi-line telephone experience.
- Proven ability to communicate effectively and courteously, with a high degree of compassion.
- Must be able to read small print, and write clearly and concisely.
- EMR experience required, E-Clinical Works (ECW) experience preferred.
- Must be able to maintain a professional demeanor in times of high stress.
- Must be able to multitask with a high degree of accuracy.
- Must be comfortable providing clinical information as needed.
Required Licenses and/or Certifications
- HIPAA Certification required within 60 days of hire
- CPC Certification helpful but not required
Primary Job Responsibility
The primary job responsibility of this position is to submit claims for payment, and process payments as they arrive, posting to the appropriate patient account.
Key Responsibilities
The essential functions of this position include but are not limited to the following. Other duties may be assigned as required:
- Post electronic remittance as they are deposited in the bank.
- Make balance corrections when adjusted by insurance.
- Create electronic deposits for paper checks.
- Submit claims to insurance companies.
- Issue statements to patients when requested.
- Represent the billing operations in a professional and ethical manner. Maintain PHI at all times.
- Read and analyze records for appropriate coding.
- Correct any claims as necessary.
- Generate outstanding office encounters list for the providers on a weekly basis.
- Verify authorization status and collection amounts for all scheduled testing, providing the information for the front desk to collect upon check-in.
- Request authorizations for all upcoming visits and testing as required for managed care plans.
- Load patient demographics from the hospital system when seen by our providers.
- Print out and scan all consults, progress notes, and testing performed by our providers in hospital.
- Bill hospital claims.
- Track all outstanding hospital documents and provide physician with a list weekly.
- Create CCM claims on the 5th of each month.
- Bill home INR claims on the 5th of each month.
- Bill Murj remotes after verifying service was performed in appropriate time frame.
- Notify management of any outstanding/missed remote checks.
- Immediately notify the provider and administrator of any billing practices not performed in an ethical and professional manner.
- Maintain all regulatory information related to billing and keep all HIPAA related information. Serve as a resource for others in this area.
- Attend educational programs to update skills as necessary.
- Answer patient and staff questions.
- Prepare reports for administration as required.
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance (HRA)
- Life insurance
- Opportunities for advancement
- Paid time off
- Retirement plan
- Uniform allowance
- Vision insurance
- The Villages® Charter School eligible
- Must be able to lift or move up to 50 pounds with assistance, and assist with wheelchair movement.
- Must be able to stand or walk for extended periods of time.
- Sometimes will be required to stoop, crawl, bend, squat or kneel.
- Must be able to type, flex hands and/or wrists and/or reach for extended periods of time.
The work environment is usually quiet, with limited exposure to loud noises, extreme temperature fluctuations, or strenuous activity, generally those found in an office setting, and little to no moving parts machinery.
