Physician Admin Assistant - Ortho (Full Time, Day Shift)

Job Summary

Assists physician(s) and staff with daily coordination of patient care. Performs routine clerical tasks to keep physicians, health practitioners, and office running smoothly. Effectively liaises between patients, families, and physicians. 

Job Specific Duties

• Coordinates all scheduling & necessary documentation for OR cases, testing, and procedures. Includes creating FIN for surgical patients, confirming eligibility, coordinating with clinical staff for pre-op order entry, scheduling of post-op appointment, and scanning all documentation to patient chart.  
  
• Reconciles documentation and billing for all patient appointments. Runs daily report and advises provider of missing items. 
  
• Coordinates and documents patient scheduling for diagnostic procedures and therapy. 
  
• Coordinates and oversees all patient communications with physician(s) including pertinent messages and documents that need to be completed. Prioritizes communications according to clinical risk. Includes emails, calls, and patient portal messages. E.g., FMLA forms, school forms, POC's.  
  
• Coordinates meetings, appointments, and conferences for physicians and nursing staff. Maintains physician calendar up to date. Includes depositions, administrative meetings, team meetings, vendor requests. 
  
• Transcribes or composes letters, memoranda, scheduling forms, and medical notes per physician’s request. Includes school forms, letters of medical necessity, medical clearances. 
  
• Coordinates and interacts with therapists and vendors for various medical supplies. Includes PT, OT, DME, and Orthotists.  
  
• Prepares clinic charts and all documentation needed 3-5 days ahead of clinic. Includes printing last progress note, verifying auth, entering x-ray orders, pre-registering x-ray encounters. 
  
• Travels to offsite NCHS facilities with physician to provide clinic support. Locations include but are not limited to West Kendall, Miramar, & Pinecrest. 
  
• Scans all pertinent documentation into EMR within two business days of appointment. E.g.: x-ray results, rehab orders, outside patient records, surgery authorizations. 
  
• Prepares clinical and other reports for physician’s approval. 
  
• Maintains a clean and orderly work area and patient rooms. 
  
• Maintains all equipment in proper working condition/order. Ensures medical supplies and inventory are maintained. 
  
• Obtains all necessary authorization & documentation for patient procedures. 
  
• Floats, covers, and provides assistance to other staff when needed or requested. Includes chart prep, clinic coverage, auths, reconciliation.  
  
• Provides support for physicians and physician extenders during clinic hours. 
  
• Maintains surgical log up to date for reconciliation purposes.

Minimum Job Requirements

• 2-4 years of Physician office experience
• 2-4 years of experience coordinating care for patients

Knowledge, Skills, and Abilities

• High school education or equivalent preferred.
• Able to travel to multiple locations to assist with clinic.
• Ability to communicate verbally and in writing.
• Knowledge of grammar, punctuation, spelling, and professional writing skills.
• Knowledge of office equipment including medical equipment.
• Knowledge of computer application including Microsoft Word, Excel, PowerPoint, and Internet.
• Excellent patient management and customer service skills.
• Interpersonal skills.