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- Marva Collins
Company: Greenville Family Wellness Center, Greenville, IL
Job Title: Office Assistant
Date Posted: 09/20/2012
Industry: Health Clerical
Office Assistant - Greenville Family Wellness
Greenville Regional Hospital
- Greenville, IL
Office Assistant - Greenville Family Wellness
Center, Full Time Days, 8a-5p

Job Title : Business Office Assistant

Department : Greenville Family Wellness Center, Behavioral Health

Reports to: Clinical Director and Physician Practice Manager


Coordinates business office activities including answering phones,
scheduling, registration, filing, prior authorizations, coding and
charge posting .

ESSENTIAL DUTIES AND RESPONSIBLITIES include, but are not limited to,
the following:

Schedules patients for office appointments at Greenville or Mulberry
Grove using the offices scheduling system.

Verify all patient appointments two business days before visit.

Keep waiting area in a neat and organized fashion.

Request copayments and account balances from patients at time of

Takes messages for nurses, providers, and other staff members as needed
and disseminate to appropriate party. Coordinates tasking of questions
and tracks follow-up and completion of tasks by other office personnel,
RN Coordinator, and providers.

Maintain the organization of the patient’s charts within the electronic
medical record system.

Registers patients when they arrive for their appointments. Makes a copy
of each patient’s insurance card and photo ID and puts in the patient’s
chart on the left hand side.

Receives incoming mail and places mail on appropriate provider’s or
staff member’s desk. Sends outgoing mail. Signs for all deliveries.

Obtain authorization for all patients requiring a prior authorization
for visits and updating authorizations as they expire or run out.

Complete FMLA or other patient documents and give to physician for
further completion.

Assists with contacting the patient’s insurance company to verify
patient coverage and obtain information concerning extent of benefits.

Posts provider office charges and patient payments into practices
practice management system as directed.

Provides administrative assistant support for providers and manager by
typing letters, making copies, etc. as needed.

Completes work orders for facilities and equipment and clears with
Coordinator prior to sending request.

Assists the front office as needed, including scheduling patients,
answering phones, taking messages for providers and nurses and answering
patient’s general questions.

Answers the phones in a prompt and courteous manner and transfer calls
as needed to appropriate staff member.

Collects all test results and hospital reports from printer, scan into
patient chart and send electronically to ordering or on-call provider
for review.

Process requests for medical records in accordance to office and HIPAA
policies. Copy and mail properly requested records to requesting party
and collect applicable copying fees.

Complete monthly visit log and Rural Health Clinic Hours log and turn
into Physician Practice Manager.

Maintains the master schedule. Works with Coordinator to review time
sheets and other payroll materials as needed.

Implements and maintains developed systems to procure and maintain
adequate levels of supplies and other resources required for smooth
functioning of the office.

Works closely with the billing company to resolve any claim or payment
issues and to approve refunds and bad debt accounts.

SUPERVISORY RESPONSIBLITIES : This job has no supervisory

QUALIFICATIONS: To perform this job successfully, an individual
must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill,
and/or ability required.

Education and/or Experience: High school diploma or general
education degree (GED) required, A.A., B.A., or B.S. preferred. One to
three months related business office/medical office experience and/or
training or equivalent combination of education and experience
preferred. Coding knowledge preferred.

General Skills: Ability to read and comprehend instructions.
Ability to write. Ability to respond appropriately to inquiries or
complaints. Ability to add, subtract, multiply, and divide. Ability to
apply common sense and respond to instructions, written or oral. Ability
to define problems, collect data, establish facts, and draw valid
conclusions. Ability to write reports, correspondence, and

PHYSICAL DEMANDS: Able to see and hear or use prosthetics that
will enable these senses to function adequately to assure that the
requirements of the position can be fully met. Be in good general health
and demonstrate emotional stability. Able to assume awkward positions
(bending, stooping, squatting and reaching) on a frequent basis. Able to
move/walk, push/pull, on a frequent basis.

The staff must frequently lift and/or move up to 50 pounds.

WORK ENVIRONMENT: While performing the duties of this job, the
staff member is regularly exposed to and works inside a controlled
indoors environment. Is subject to frequent interruptions. Is involved
with patients, staff members, visitors, regulatory agency personnel,
etc. May be subject to hostile and emotionally upset patients, family
members, staff members or others. May be subject to exposure from
infectious waste and disease, including, but not limited to HIV,
Hepatitis B, and TB.

INTERPERSONAL SKILLS: Communicates effectively and appropriately.
Gets along and cooperates with co-workers and appropriately interacts
with others. Participates and functions as an effective member of the
healthcare team.

CONFIDENTIALITY/PATIENT RIGHTS: Exchanges information concerning
patients/customers/staff members and the organization with others only
on a “need to know” basis. Ensures all patients are given considerate,
respectful care and privacy of any information, personal or medical that
can identify a patient and and/or their medical information.

ATTENDENCE: Promptly arrives for the designated shift. Follows
all applicable policies regarding schedules, attendance and organization

SAFETY: Understands and uses safe practices at all times. Reports
all unsafe conditions immediately. Assures all equipment functions
properly before use. Knows and adheres to all safety and fire prevention
rules and regulations. Knows location and use of personal protective
equipment, fire plan, MSDS, Disaster Plan, and Exposure Control Plan.

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