Administrative Team Lead
Holston Medical Group - Kingsport, TN

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The Administrative Team Lead is responsible for assisting the Office Manager with various collection reports, time management system, and with daily office functions. This position should be seen as a potential leader in the office. This position will also answer billing questions, complete worker’s comp filings, and FMLA filings. The Administrative Team Lead will be responsible for helping to enforce HMG company policies (turnaround times, system usage, dress code, attendance, HIPAA, electronic media, confidentiality agreement, etc.)

Opening Responsibilities:
• Open Safe, remove and distribute prescription pads, drug cabinet keys and embossers to nurses
• Count money and log amount
• Take the phones off the evening setting and take down any messages left overnight
• Unlock doors for the business day
• Report all staff issues to the Operations Manager, Nurse Manager, or Office Manager as appropriate

Check-In Responsibilities
• Ensure that insurance information is up-to-date and accurate/obtain current copy as needed
• Provide HIPAA information to patient
• Provide history form to patient if out-of-date
• Provide all new patients a new registration packet (history, advance directive, medical record number) and enter in to the EMR (electronic medical record)
• Generate router for patient
• Enroll patients in myHMG

Check-Out Responsibilities
• Collect co-pay and post the collection to the account
• Schedule follow-up appointments
• Verify all narcotic logs and ensure patients picking up prescriptions have a valid driver’s license

General Office Responsibilities
• Answer incoming phone calls
• Answer general billing questions
• Enter tasks for nurses from patient calls
• Pick up documents to shred from within the office
• Pick up documents to send to Scan from within the office, ensure properly labeled with medical record number
• Distribute items from the fax machine (date stamp)
• Key charges as necessary
• Open and distribute mail
• Communicate via email about Provider Out of Office to appropriate groups
• Open, close and bump provider schedules as needed
• Discuss any scheduling issues with providers and assist in finding a resolution
• Discuss with Providers any patients that should receive a dismissal letter and send out
• Use customer service skills to soothe upset patients and find an agreeable conclusion
• May be moved to other offices upon request based upon the business need of Holston Medical Group on an occasional basis

Billing/Collections Responsibilities
• Answer in-depth billing questions
• Generate Over Counter Payment Reports
• Generate reconciliation reports – routers to check-outs

Form Responsibilities:

• Complete FMLA forms, obtain signatures/patient authorization and send to patient employer
• Complete Worker’s Compensation forms, obtain signatures and send in to the patients employer and carrier

Closing Responsibilities:
• Close out bank deposit following HMG procedures
• Send bank deposits to the Accounting department ensure that all have been checked for accuracy
• Close out credit card machines for the day
• Collect prescription pads, drug cabinet keys and embossers from nurses and lock in safe
• Forward phones to the evening setting
• May change phone (night, weekend, and holiday) messages for Office Hour changes

Time Management Responsibilities:
• Edit missed punches according to established guidelines
• Approve time cards
• Enter time exceptions
• Make Office Manager aware of any trends or concerns of attendance
• Daily Staff Utilization when Office Manager is unavailable

Reporting Responsibilities:
• Update and Maintain daily, weekly and monthly office revenue reports
• Provide productivity reports
• Time Management Reports
• Discuss reports with Office Manager on a regular basis to relay any issues

Physical/Mental Demands:
Combination of walking, sitting, standing, bending, reaching, and lifting. Must be able to lift up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Occasional stress from balancing multiple tasks.

Disclaimer:
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Education/Experience/Knowledge:
• High School diploma or equivalent required
• At least 3-5 years’ experience in a medical office
• Proven experience handling patients/ customers
• Familiarity with scheduling and rescheduling appointments
• Proven success asking for payment, making change, and balancing a cash drawer
• Working knowledge of managed care – overall understanding of HMO’s and PPO’s
• Strong Customer Service Skills

Holston Medical Group - 18 months ago - save job - copy to clipboard - block
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