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Business Office Specialist II

Company: Chesapeake Regional Healthcare
Location: Chesapeake
Posted on: August 2, 2022

Job Description:

Job Title: Business Office Specialist II Department: Business Office Reports To: Business Office Supervisor Job Role Revision Date: 1/1/2014 FLSA Status: Non-Exempt Mgmt/Supervisory Responsibility: No JOB SUMMARY: Under the direction of the Business Office Supervisor, the Business Office Specialist: ? Performs all forms of office support including, but not limited to Scheduling, Pre-Authorization, and Patient Coordination. ? Mentors and trains new staff. ? Serves as part of the imaging center team and seeks as well as provides feedback for improved clinical practice. EXPERIENCE: - Minimum of 3 years administrative medical office experience. - R adiology experience is preferable. - Medical office experience preferred. EDUCATION: - To be competitive, must have high school diploma or general education degree (GED) LICENSE/CERTIFICATION REQUIREMENTS: - None required. SKILLS/ABILITIES: - Ability to work independently and multitask. - Ability to provide documentation accurately and concisely. - Knowledge of medical and radiology terminology. TRAVEL REQUIRED: No If YES, provide additional information about travel, including type and frequency. While overnight travel is not usually required for this position, travel to and from other center locations may be required for business purposes. OSHA CATEGORY CLASSIFICATION CLASS PHYSICAL/ FUNCTIONAL REQUIREMENTS & ACTIVITIES 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 job responsibilities, in accordance with the American Disabilities Act (ADA). PHYSICAL: Occasional Frequent Continuous ACTIVITIES: Occasional Frequent Continuous (1-33%) (34-66%) (67-100%) (1-33%) (34-66%) (67-100%) Lifting (0-50 lbs) x Sitting x Lifting (> 50 lbs) x Walking x Carrying (0-50 lbs) Standing x Carrying (> 50 lbs) Bending x Pushing (0-50 lbs) x Squatting Pushing (> 50 lbs) x Kneeling Pulling (0-50 lbs) x Twisting Pulling (> 50 lbs) x Reaching Gross/Fine Motor Skills x Repetitive Motion x LANGUAGE SKILLS/REASONING ABILITY - Ability to understand, read, write, and speak English. - Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. - Ability to successfully write reports, business correspondence, and policy. - Ability to effectively present information, respond to questions, and professionally interact with managers, employees, clients, vendors, and the general public. - Ability to recognize and define problems, collect data, establish facts, draw valid conclusions, and correct errors. - Ability to interpret a variety of instructions in a variety of forms and deal with abstract and concrete variables. COMPUTER LITERACY - Knowledge of computer applications, including information and billing systems, keyboard input, digital archiving, and retrieving of data. - Knowledge of Microsoft Office, including Word, Excel, and PowerPoint. ENVIRONMENTAL When performing essential functions, the employee is subject to exposure to: - Cold - Dust - Noise ESSENTIAL JOB FUNCTIONS ? Demonstrated leadership and initiative; assumes a leadership role when the Business Services Supervisor and/or Business Office Specialist is out of the office or as assigned. ? Collaborates with all Imaging Center staff to facilitate timely patient care. ? Ensures optimal customer service to all patients, peers, etc., by maintaining a pleasant tone of voice in all situations, answering the phone as quickly as possible (within 3 rings), answering all questions, portraying empathy at all times and by returning phone calls as quickly as possible. ? Demonstrates success in customer service, phone etiquette, effective communication, and organizational skills. ? Handles phone correspondence, scheduling of appointments, coordinates/assembles orders with daily schedules and distributes to clinical peers. ? Trains and mentors staff and acts as a resource person for other staff. ? Warmly greets patients as they enter the Imaging Center with both eye contact and a smile; this includes family members/others accompanying the patient to the Imaging Center. ? Assists technologists with patient care as needed or requested. ? Compiles and communicates accurate and pertinent clinical data and demographics to the patient's insurance company. ? Inputs information into computer system(s) regarding pre-authorization status. ? Keeps current on insurance regulations to obtain and record patient data; and maintain knowledge of system requirements. ? Performs telephonic/fax/online review of admission/procedures to insurance carriers. ? Follow-up with insurance carriers to obtain certification/authorization numbers for outpatient services. ? Performs on-line data entry of certification/authorizations or denials. ? Facilitates resolution of pre-authorization or referral issues for scheduled patients and same day add-ons to ensure payment from the insurance company on the patient's behalf. ? Creates payment arrangement forms for uninsured patients and effectively communicates payment requirements to patients. ? Exercises sound judgment and recognizes point/need to escalate issues or concerns. ? Serves as a liaison between all customers, including patients, physicians, and imaging center staff. ? Accurately performs registration using Imaging Center (and Medical Center, when applicable) systems in accordance with the Imaging Center's Standard Operating Procedures; complete registration ensuring patient work flow is optimized. ? Complete all collection transactions and document per Standard Operating Procedures. ? Answer phones/transferring to appropriate contact number/person, while providing the number you are transferring the caller to in a polite, professional manner. ? Contact patient to confirm appointment date, arrival time, and location. ? Provide patient exam prep instructions and answers, or seeks answers to patient questions. ? Complete and forward all necessary Nursing, CT, MR, and Fluoroscopy alerts to the appropriate personnel. ? Demonstrates the ability to gather and track data for quality assurance. ? Check-listing and scanning of Imaging Center Medical Records into OIA/RIS Fusion program. ? File, fax, and copy material as requested/required. ? Proficiently maintains and uses knowledge of Scheduling Templates. ? Researches requests and provides support to resolve and answer. ? Demonstrates proficient use of knowledge of office practices, software programs, and office equipment including, but not limited to, fax machines, computers, and printers. ? Maintains records and files, compiles data, and prepares reports. ? May perform supply inventory management and/or medical record management. ? Covers absences of all areas of the Business Office including, but not limited to, Scheduling, Pre-Authorization, and Patient Coordinator. ? Handles HIPAA sensitive information and recognizes importance of these regulations. ? Reviews and documents allergies and lab results in EMR on patient schedule. ? Performs required QA monitor tracking utilizing designated spreadsheets and completes monthly summary for submission to Supervisor. ? Supports the operational goals of the center through consistent communication and collaboration with members of the Imaging Center leadership. ? Maintains working knowledge of Imaging Center (and Medical Center, when applicable) policies and procedures. ? May perform special projects that require additional training and skills, as assigned. ? Takes the initiative to help other modalities/areas of the Imaging Center as assigned or when own work load/area allows. ? Participates in performance improvement activities. ? Participates as a team member and is accountable for own work responsibilities. ? Demonstrates consistent use of AIDE T (Acknowledge patient, Introduce yourself, provide Duration/timeline for test, Explain the process & Thank them for choosing the center) and HEAL (Hear them out, Empathize, Apologize, & Leap into action to solve) when interacting with patients/customer. ? Attends/participates in staff meetings, in-services, & center-wide meetings as scheduled. ? Performs all other duties as assigned. Professional Conduct and Behavioral Communication Communicates professionally, clearly and concisely - verbally and in writing. Demonstrates workplace etiquette in telephone and email communications in accordance with OIA's Standards of Behavior, and uses good judgment in selecting the proper mode of communication. Checks emails at least once a day and responds promptly. Actively listens to others without interruption. Demonstrates appropriate non-verbal communication. OIA Behavior Standards Models organization's written Standards of Behavior and Guiding Principles in all categories, General Standards of Behavior, Commitment to Co-workers, Commitment to Patients, Commitment to Physicians and their Offices. Displays honesty, integrity and ethical behaviors. Teamwork Contributes to team objectives. Approaches tasks with a teamwork-centric perspective and takes initiative to assist in other areas as needed. Collaborates with others to achieve desired outcome. Is respected by peers. Customer Service/Patient Satisfaction Acts in the best interest of the patient and customers at all time; inspires others to do the same. Recognizes the vital importance of customer service/patient satisfaction to the success of the organization. Continuously meets and strives to improve customer service and patient satisfaction. Attendance & Reliability Has consistent, reliable and prompt attendance working designated shift. Rarely absent or late. Consistently uses time and attendance system and complies with all timekeeping expectations and procedures outlined in the Employee Handbook. Schedules personal appointments after normal workday hours whenever possible. Maintains adequate PTO balance to cover all planned and unplanned absences. Reports as needed or scheduled to ensure essential services are available and provided during emergency event declarations, such as inclement weather. Non-exempt employees routinely clock in at their scheduled arrival time or within five minutes prior to their scheduled arrival time and also clock out at their scheduled departure time or within five minutes after their scheduled departure time. Job Performance Accuracy Follows established processes and procedures and performs all job functions with a high degree of accuracy. Works within guardrails of position, utilizing resources and seeking assistance effectively when need arises. Is organized and documents work appropriately. Productivity Performs tasks efficiently, achieving reasonable quantities of work. Diligent in efforts and manages time and resources wisely. Safety & Quality Committed to patient and workplace safety. Strives to attain the highest quality and understands the importance of quality assurance to the success of the organization. Adheres to outlined quality and safety policies and procedures. Looks for opportunities to improve quality and safety. Communicates suggestions to leadership. Knowledge & Professional Development Assumes ownership for and stays up to date and competent in work area processes. Shares knowledge with peers and mentors new staff on position responsibilities and standard operating procedures to ensure consistent practice and application. Assumes ownership of staying current with industry standards for your role. Maintains continuing education as professional licensure and law requires. Accountability & Dependability Takes full responsibility for work and handoff of patient care and/or process to ensure continuity of services. Is dependable in carrying out responsibilities to a successful conclusion; leaves very few loose ends. Verbal commitments are consistent with actions.

Keywords: Chesapeake Regional Healthcare, Chesapeake , Business Office Specialist II, Administration, Clerical , Chesapeake, Virginia

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