Administrative Assistant

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High school diploma or equivalent.

EXPERIENCE:

1. Two (2) years additional training or related experience OR One (1) year of secretarial training may substitute for experience.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Assists in coordinating activities involved in the preparation of department correspondence to facilitate on-going communications and efficient departmental operations in an accurate, neat, and timely manner as assigned.

2. Reconciles monthly budget with monthly analysis report and responsibility statements; updates cost center budget tallies; sends invoices to AP for payment; completion of purchase orders and requisitions; securing quotes for capital budget; completion of expense forms and sending to AP; and completing credit card statements and sending to Accounting.

3. Updates Policies & Procedures annually, along with all departmental information for each area..

4. Provides support to employee with forms and information updates.

5. Screens and refers incoming phone calls and department visitors to ensure that accurate and timely department communications is facilitated and that the unit is presented in a positive manner.

6. Prepares, maintains and processes proper levels of office supply inventory.

7. Maintains the schedule for the conference rooms, scheduling staff and committee meetings, conference calls, webex needs, etc. Notifies all parties of the time and place and prepares agendas and minutes as needed. Prepares monthly calendar and/or maintains appointment calendars, documenting accurate times and contacting appropriate individuals.

8. Functions as Payroll representative for the department. Coordinates all payroll and leave reports of department staff to expedite accurate and timely processing.

9. Schedules travel arrangements.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Ability to lift, push or pull 10-15 pound.

2. Ability to sit for long periods of time.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Standard office environment.

SKILLS AND ABILITIES:

1. Ability to type at least 35 wpm.

1. Understanding of Microsoft Office Products, Excel, and other systems are need.

Additional Job Description:

1. Obtains demographic/billing/insurance information from patient/family/legal guardian and enters into the registration/billing systems for service and claim processing and scans insurance cards & photo identification. Provides to the patient, information concerning insurance, payment of bills and hospital procedures.
2. May complete managed care responsibilities in regard to obtaining pre-certification and authorizations.
3. Prepares WVU Medicine standard consent form, notice of privacy practice and/or other necessary paperwork related to registration and presents to patient/family/legal guardian for signatures. Obtains electronic signature for consent to treat and patient financial obligations.
4. Collects deposits/co-payments/deductibles/patient liability payments when applicable, provides patient receipt and documents payment in the registration/billing systems.
5. Prepares armband for patient identification.
6. Balances daily receipts and cash drawer for patient payments as needed. Follows up on accounts as indicated by system flags (courtesy dismissal/comments/red stickers).
7. May initiate various screenings and obtains all pertinent information for coverage and completes appropriate paperwork.
8. Performs medical necessity checks and completes Advanced Beneficiary Notice as needed.
9. Schedules, reschedules, or cancels patients in accordance with hospital workflows.
10. Checks for order completeness and validate order against scheduled service.

11. Identifies all patients requiring pre-certification or pre-authorization at the time services are requested or when notified by another hospital or clinic department.
12. Follows up on accounts as indicated by system flags.
13. Contacts insurance company or employer to determine eligibility and benefits for requested services.
14. Follows up with the patient, insurance company or provider if there are insurance coverage issues in order to obtain financial resolution.
15. Use work queues within the EPIC system for scheduling, transition of care, and billing edits.
16. Performs medical necessity screening as required by third party payors.
17. Documents referrals/authorization/certification numbers in the EPIC system.
18. Initiates charge anticipation calculations. Accurately identifies anticipated charges to assure identification of anticipated self-pay portions.
19. Communicates with the patient the anticipated self-pay portion co-payments/deductibles/co-insurance, and account balance refers self-pay, patients with limited or exhausted benefits to the in-house Financial Counselors to determine eligibility.
20. Assists Patient Financial Services with denial management issues and will appeal denials based on medical necessity as needed.
21. Communicates problems hindering workflow to management in a timely manner.
22. Assesses all self-pay patients for potential public assistance through registration/billing systems Provides self-pay/under-insured patients with financial counseling information. Maintains current knowledge of major payor payment provisions.

23. Answers incoming calls.

24. Sorts faxes and distributes.

25. Answers and responds to administrative emails.

26. Sorts and distributes incoming mail.

27. Collect all billing correspondence and checks throughout the week and mails it to Morgantown biweekly.

28. Fax medical record requests to HIM/Ciox.

29. Format already typed letters.

30. Create and assemble the primary care provider on-call schedules taking in account provider scheduled PTO/CME and leave time.

31. Enter on-call schedules for primary care and peds into SPOK or PerfectServe.

32. Apply provider and admin staff PTO/CME to FPN PDO Calendar.

33. Inputs provider and admin staff PTO/CME into WorkDay.

34. Type patient dismissal letters, obtain provider signatures and tracks certified mail until letter has been delivered and then notifies supervisors to mark charts appropriately of dismissal date.

35. Keeps record of all dismissed patients.

36. With opening new clinics; transfer billing information under WVU Medicine, maintain vendor spreadsheet and agreements, open any new needed accounts for location.

37. Type petty cash request for new location.

38. Helps with answering phones and inputting new clinic patient schedules into Epic for Go Live.

39. Order business and appt cards for clinics.

40. Maintain Org chart and office lists.

41. Type CLIA apps for new locations.

42. Maintains clinic CLIAs for all locations.

43. Copy letters, stuffs envelopes and mails letters out to patients.

44. Maintain provider PTO/CME spreadsheet.

45. Helps to organize primary care meetings.

Scheduled Weekly Hours:

Shift:

Exempt/Non-Exempt:

Company:

Cost Center:

Address:

WVU Medicine is proud to be an Equal Opportunity employer. We value diversity among our workforce and invite applications from all qualified applicants regardless of race, ethnicity, culture, gender, sexual orientation, sexual identity, gender identity and expression, socioeconomic status, language, national origin, religious affiliation, spiritual practice, age, mental and physical ability/disability or Veteran status.