Operations Assistant

JOB SUMMARY
Perform clerical and administrative support functions for members of the Practice Management team, in order to increase and enhance their productivity at the executive level.
ESSENTIAL DUTIES AND RESPONSIBILITIES
• Identify, report and request maintenance assistance through the work order system. Follow-up as required.
• Identify, report and/or request IT assistance through the help desk. Follow-up as required.
• Assist in development of job descriptions for both clerical and clinical departments.
• Assist in establishing work schedules and assignments for staff and new physicians. (i.e., call schedules, physician and staff time off request and other coverage or schedule needs.
• Maintain departmental charge slips as directed by CPM, ensuring that CPT&ICD-9/10 codes are reviewed and updated annually.
• Attend monthly professional training sessions as necessary.
• Attend events and other MCC functions as appropriate.
• Collect, review and authorize all timesheets, timecards and other payroll data as applicable. Meet prescribed deadlines for submission.
• Append appropriate coding to departmental invoices and submit to CPM for authorization/approval.
• Develop and maintain knowledge of each physician's pay sources, referring physicians and market resources.
• Identify, order, pick-up and deliver medical and non-medical related supplies and materials, as needed.
• Under the direction of the VP of Practice Management utilize computerized record and data management systems to generate monthly departmental summaries.
• Complete and maintain up to date meeting minutes for monthly CPM meetings with the approval of the VP of Practice Management.
• Assist in monitoring and tracking claim denial reports for denial reason, monetary volume, and timeliness of denial response by department contact and CPM.
• Assist in monitoring and managing charge entry for consistency and efficiency (charge lag, overrides, context edits, etc.)
• Monitor in-office collections and/or pre-payments.
• Monitor patient appointment reminder calls and no-show rates.
• Monitor weekly and monthly phone reports.
• Collect and distribute mail twice daily or as otherwise necessary.
• Prepare routine and advanced correspondence including letters, memoranda, and reports.
• Schedule meetings and coordinates calendars of Practice Management Team as directed.
• Maintain Float Pool Calendar and provide float pool staff with daily/weekly assignments.
• Respond to conflict situations with tact and professionalism.
• Responsible for confidential and time sensitive materials.
• Other generally related duties as assigned.
CORPORATE CULTURE RESPONSIBILITIES
• Follow established corporate and department-specific policies and procedures.
• Attend all corporate and department-specific required training.
• Uphold MCC's Purpose, Values, and Vision.
• Abide by MCC's Corporate Culture Responsibilities.
• Perform other duties as may be assigned cheerfully and willingly.
Requirements
EDUCATION/EXPERIENCE REQUIREMENTS
• Bachelor's degree, or equivalent of experience and education.
• Two years prior experience in a professional support role, executive level experience preferred.
KNOWLEDGE, SKILLS AND ABILITIES
• Excellent communication, interpersonal, organizational, and analytical skills
• Be a person of integrity and character, willing to embrace change and make a positive impact in the lives of patients and co-workers.
• Ability to work with staff members at all levels of the organization in a cooperative, team-oriented manner.
• Proficient in Microsoft Office Suite applications including Word, Power Point, and Outlook; Advanced proficiency in Excel
• Proficient in use of English language both in written and verbal communication.
• Must be able to communicate with individuals of varying socio-economic backgrounds.
• Displays ability of giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Professional demeanor and recognition of privacy considerations for patients and families.
• Ability to identify and resolve problematic situations.
• Ability to work in a fast-paced, high volume environment.
• Ability to utilize personal vehicle, on an occasional basis, to travel to MCC offices located away from the main campus.
• Strong work ethic and desire to progress and ability to learn new skills on a largely independent basis.
PHYSICAL REQUIREMENTS OF THE ESSENTIAL JOB FUNCTIONS
• Strength (Lift/Carry/Push/Pull): Sedentary (exerting up to 10 pounds of force occasionally)
• Standing/Walking: Occasionally; activity exists up to 1/3 of the time
• Keyboarding/Dexterity: Frequently; activity exists from &fac34; of the time
• Ability to look at a computer screen for extended periods.
• Ability to perform constant repetitive hands and finger motions.
• Ability to work in various positions (standing, sitting, bending, and walking) for extended periods of time.
• Ability to physically perform all tasks necessary to complete required duties, to include ability to navigate the entire medical campus.
• Talking (Must be able to effectively communicate verbally): Yes
• Seeing: Yes
• Hearing: Yes
EMOTIONAL REQUIREMENTS OF THE ESSENTIAL JOB FUNCTIONS
• Must exhibit stable work behaviors daily.
• Must possess adequate individual coping skills.
• Ability to remain calm and professional regardless of workload or time constraints.
• Must be able to work under stress and remain calm and professional.
WORK ENVIRONMENT
• Exposed to frequent and constant interruptions in daily functions/schedule.
• Ability to work in a fast-paced, high volume environment.
• Must be available to customers and staff throughout the day.
• Required to work extended hours to meet deadlines and to participate in various assigned committees.