Department Assistant II, Fitchburg Campus, 40 Hours, Days

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Exemption Status:

Non-Exempt

Hiring Range:

$19.45 - $29.18 (based on a full time schedule of 40 hours per week).

Please note that the final offer will vary based on scheduled hours. Compensation for part-time or reduced schedules will be prorated based on scheduled weekly hours, experience, skills, qualifications, and internal equity considerations.

Schedule Details:

Holidays - Every Other Holiday, Monday through Friday

Scheduled Hours:

7a-330p/8a-430p/1030a-7p

Shift:

1 - Day Shift, 8 Hours (United States of America)

Hours:

40

Cost Center:

24060 - 3880 Physical Therapy

Union:

SEIU - Service & Maintenance HealthAlliance Burbank

This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.

Everyone Is a Caregiver

At UMass Memorial Health, everyone is a caregiver – regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

Performs a variety of complex administrative duties for patients in need of routine and/or urgent appointments, medical procedures, tests, and associated ancillary services in an ambulatory in/outpatient setting. Assess patients’ needs, including but not limited to, financial counseling, interpreter services, social services and refers to appropriate person or area. Alerts providers to emergent patient care needs.

• I. Major Responsibilities:
• 1. Greets visitors and/or patients for scheduled and/or urgent care appointments and procedures.
• 2. Confirms and verifies patient demographic and insurance information.
• 3. May collect co-payments from patients upon arrival.
• 4. Obtains signatures of consent from patient/guardian for treatment authorization and insurance/billing information.
• 5. Assess patients’ needs, including but not limited to, financial counseling, interpreter services, social services and refers to appropriate person or area.
• 6. Receives and directs phone calls.
• 7. Connects the patient’s call to the provider or responds to the patient and takes messages as directed.
• 8. Schedules urgent care appointments as needed and directed by clinicians.
• 9. Schedules patients for treatment by multiple providers and treatment areas and arranges a variety of associated tests and procedures according to established guidelines and specific criteria.
• 10. Prioritizes appointments in a manner that fosters optimum patient care, efficient utilization of clinical staff, as well as resources.
• 11. Ensures tests and procedural prep information is provided to patients verbally, mail, and/or by the patient portal as necessary.
• 12. Collaborates with insurers to obtain patients’ prior authorizations for procedures and tests as needed.
• 13. Follows guidelines established by insurers to ensure that pre-authorization, pre-certification, and clinician referrals for treatment are obtained prior to patient visits.
• 14. Complies with referral management regulations.
• 15. Verifies eligibility for procedures or tests from various health care institutions.
• 16. Follows up to correct discrepancies.
• 17. May facilitate patient prescription renewal matters, (via telephone, fax, and email), within scope of authority as directed by clinicians.
• 18. Preps the patient’s information for clinicians for scheduled patient visits as needed.
• 19. Scrubs Patient Encounter information and submits electronically.
• 20. Reviews and audits billing discrepancy reports and researches errors for resolution as directed by office or clinical management.
• 21. Maintains accurate and timely records, logs, charges, files, and other related information as required.
• 22. Performs a variety of related administrative and clerical duties, such as retrieving files distributing mail and other records, faxing, collating, data entry, and relaying messages to clinicians, residents, and staff.
• 23. May prepare special reports or spreadsheets for clinicians as requested.
• 24. Collects co-payments from patients for visits, maintains records or makes daily cash deposits from patient visits.
• 25. Calculates daily totals of co-payments received for submission to the second tier for co-payment reconciliation.
• 26. Composes, or selects standard form letters for clinician’s response to routine inquiries and procedures, such as back-to-school authorizations.

• Standard Staffing Level Responsibilities:
• 1. Meets established productivity standards.
• 2. Facilitates and promotes the sharing of knowledge and content throughout departments.
• 3. Takes responsibility for ensuring that all work outcomes satisfy the UMass Memorial Health System True North.
• 4. The individual must support the mission, vision, and goals of HealthAlliance-Clinton Hospital and serve as a role model for CARES values.
• 5. Adheres to change control processes.
• 6. Participates in cross training to optimize department resources.
• 7. Demonstrates excellent attendance and actively participates in a variety of meetings and training sessions as required.
• 8. Demonstrates a friendly, responsive, service-minded attitude to all internal and external customers.
• 9. Communicates ideas effectively. Shares information and keeps others properly informed. Gives, and is open to useful feedback.
• 10. Adheres to the HealthAlliance-Clinton Hospital Code of Conduct and Behavior Standards and dress code.
• 11. Complies with established environment of care/safety policies and procedures and all health and safety requirements.
• 12. Maintains and fosters an organized, clean and safe work environment.
• 13. Contributes to the development and application of process improvements.
• 14. Maintains a collaborative, team relationship with peers and colleagues in order to effectively contribute to the group’s achievement of goals and to help foster a positive work environment.
• 15. Attends staff meetings and in-service programs as required or directed. Keeps current with hospital and unit changes by reading communication boards and/or books, bulletin boards, posted notices and reads and responds to e mails on a regular basis.
• 16. Practices cost containment and fiscal responsibility through the efficient use of supplies, equipment, time, etc.
• 17. Complies with established departmental policies, procedures and objectives.
• 18. Attends variety of meetings, conferences, seminars as required or directed.
• 19. Demonstrates use of Quality Improvement in daily operations.
• 20. Complies with all health and safety regulations and requirements.
• 21. Respects diverse views and approaches, demonstrates Standard of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.
• 22. Maintains, regular, reliable, and predictable attendance.
• 23. Performs other similar and related duties as required or directed.
• All responsibilities are essential job functions.

II. Position Qualifications:

• License/Certification/Education:
• Required:
• 1. High School Diploma

• Preferred:
• 1. Associate degree or higher

• Experience/Skills:
• Required:
• 1. Minimum one (1) year of related experience. This requirement is waived if candidate has Associate’s or Bachelor’s degree.
• 2. Ability to use specialized applications software and computer systems
• 3. Necessitates individuals who are multifunctional and able to work under stressful situations
• 4. Exemplifies, professional behavior and excellent communication and human relations skills

• Preferred:
• 1. Knowledge of business office procedures and medical terminology/procedures

Unless certification, licensure or registration i