Business Office Assistant

Job Title: Business Office Assistant

100% Onsite: Fort Wayne Indiana 46804

Expenses allowed: To be decided

Job Summary:

Answers and directs central phone system for incoming calls. Notifies the appropriate IT personnel of phone system, iPad, printer, etc. malfunctions within the lobby. Greet visitors courteously, efficiently directing them to the appropriate PHP personnel and ensuring that the visitor follows the proper sign-in/sign-out procedures. Informs the Facilities & Office Services Manager, or HR, of any suspicious and/or uncooperative visitors, notifying the proper authorities as appropriate. Retrieves incoming faxes and electronically routes them to the appropriate personnel in a timely manner. Accepts and signs for all incoming packages/mail and notifies the appropriate person of delivery in a timely fashion. Check overnight drop box for deliveries daily or as directed by business need. Prepares for onsite meetings and/or alternate office hours with appropriate signage, displaying name tags, letting cleaning company know of special requests, etc. Maintains the order and cleanliness of the lobby at all times. Assists with scheduling package pickups. Accepts premium payments via check or money order and prints receipts as needed. Ensures that checks are delivered to appropriate locations by contacting an Office Services team member. Provides administrative support to the Office Services Department and other departments when necessary and directed. Conducts routine audits of documents scanned by other individuals, ensuring data image quality, correct indexing, and that documents are scanned into the correct application. Ensures all returned mail assigned is researched and updated with current and accurate member information per established process guidelines. Consistently reaches out to employer groups and/or members who are on the National Change of Address spreadsheet to research and update member contact information per established process guidelines. Acts as a liaison between team members and vending machine vendor to resolve any issues/concerns that may arise. Maintains and updates process guidelines/policies using standard office programs for the lobby/front desk with the assistance of the Facilities & Office Services Manager. When assigned, complete the processing/sorting of incoming mail per established process guidelines. 18. Participates in company-wide and departmental quality management activities. Participates in training federal and state regulations applicable to position and adhere to the same. Performs any relevant and related duties as required.

Essential Functions:

• Good interpersonal and communication skills. Answers telephone and directs calls to appropriate area/personnel. Utilizes effective communicative skills. in incorporated specific age, culture and developmental needs.
• Access computer or appointment stored information necessary to perform patient exam. Initializes required paperwork associated with each procedure, including patient verification and confirmation of physician’s orders. Generates exam request. Relays information to patients and family members according to and following HIPAA Regulations.
• Schedules appointments, consults with physician’s/physician offices as needed. Managing film purging and transfer.
• Answer phones, provide assistance and direct calls in a courteous and efficient manner.
• Strong communication skills and ability to prioritize work. Must be a team player. Must be able to manage concerns and situations of immediate importance. Provide adequate and prompt information to all customers. Enforce patient privacy and confidentiality.
• Monitors inventories related to the job and orders accordingly.
• Provide adequate and prompt information to all customers.
• Demonstrates competence in computer applications.
• Maintains employee medical record correspondence per protocol in the proper record format.
• Pulls and files medical records. Interfiles all correspondence and ancillary test results.
• Operates standard office equipment such as Microsoft office systems, calculators, photocopiers, dictation equipment, and fax machines.

Qualifications:

• Required High School Diploma or equivalent
• 1 year of relevant experience in a clinical office setting Preferred