Medical Office Specialist (U) (4962.1)

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This individual's primary function is to perform duties and responsibilities for the medical outpatient clinic. The person in this position is responsible for being the lead worker for the front desk reception staff. This position aids in the courteous and efficient operation of the clinical reception and call pod unit for OB/GYN.

Patient Services/Customer Service 55%

1. Sort items received via fax machine/schedule appointments, separate labs, patient records, etc. and distributes accordingly. Discusses urgent new patient appointment with appropriate nursing staff. Makes appointments for new patients, including assigning patient appointments to gynecologist on call as appropriate. Informs referring physician's office of appointment time made for patient. Documents time of call and/or fax as appropriate.
2. If records for new patients are not available at the time of patient visit, contacts referring physician's office for records. This requires checking on the status of records in advance of patient appointment so as not to delay the appointment. Included in the records needs to be a copy of the patient's insurance information.
3. Informs the patients of SIU billing policies. Establishes pre-payment plans for OB patients when necessary. Self-pay patients need to have visits coordinated with our insurance specialist in order to arrange payment options. This needs to happen prior to services being rendered. Processes GFE reporting.
4. Works closely with nursing staff and division directors regarding patients from nursing homes and developmental centers to coordinate care, getting into appropriate clinics or scheduling patient appointments in hospital setting as appropriate for the patient.
5. Works closely with nurses and physicians getting new patients in for appointments in a timely manner, to include patients for consultation services.

1. Enters appointments and schedules in GECB for OB/GYN faculty and residents.
2. Reviews each patient's demographic and insurance information, making applicable changes as necessary in GECB.
3. Enters new patient information through personal interviews at the time of check-in or by obtaining information from external contacts as needed.
4. Prints encounter labels for each day's schedule. Verifies doctor numbers, sites of service and dates of service.
5. Enters no-show/cancel appointments into GECB and records in patient's electronic medical record.
6. Monitors schedules for all faculty and residents for any scheduling conflict.
7. Will create master schedules, block templates and freeze schedules on an as needed basis.
8. Works bumped appointments daily and delegates to the call pod staff to work during down time.
9. Works flags and phone notes daily, making sure all emergent issues are addressed in a timely fashion.
10. Is responsible for generating clinic schedules, copying and distributing to appropriate staff.
11. Contacts referring provider's offices as needed for additional patient information when registering the patient.
12. Preps all outreach clinics prior to clinic. In addition, arrives and scans all documentation once clinic is over and documents returned and follows unattended work flow.
13. Obtains referral authorizations for patients with manage care/HMA insurances. Trains staff on referral protocols and when to open referral shells.

1. Assists in training receptionist and call pod staff for OB/GYN.
2. Initiates and oversees work flow in the reception area and call pod.
3. Responsible for coordinating interpreters for special needs patients. Initiates time sheets for interpreters.
4. Attends outside training courses as required by the Healthcare Administrator and assists in training receptionists and call pod on information obtained at such trainings.
5. Assists with maintaining supplies in the reception area and call pod area.
6. Coordinates reception personnel break, lunch hours and work schedules to ensure proper coverage. Hours will vary between 7:30 a.m. and 5:00 p.m. due to absences/vacancies.
7. Assists in the interview process and ultimately hiring of new reception/call pod staff.
8. Serves as the cash manager at the end of each day making sure all batches are accounted for and closed.
9. Assists in writing call pod protocols and keeping training manuals up to date.
10. Will need to cover in the absence of the Healthcare Administrator as a lead worker.

1. Prepares deposit monies, daily receipt log, and cash reconciliation sheet at the end of each day.
2. Receives charts for next day clinic and puts in appointment time orders, calls Medical Records for missing charts as well.
3. Other duties as assigned.

Credentials to be Verified by Placement Officer
1. Any one or any combination totaling two (2) years (24 months), from the categories below:

1. College education with coursework in a medical or para-medical field such as nursing assistant, medical assistant, or medical secretary and/or business fields such as business, finance, computer science, public administration, or social science, as measured by the following conversion table or its proportional equivalent:
   • 30 semester hours equals one (1) year (12 months)
   • Associate's Degree (60 semester hours) equals eighteen months (18 months)
   • 90 semester hours equals two (2) years (24 months)
2. Work experience comparable to that performed at the Medical Office Associate level or in other positions of comparable responsibility.

1. Sensitive to the needs of underrepresented minority populations
2. Ability to resolve problems quickly, using independent judgment.
3. Good oral and written communication skills.
4. Knowledge of SIU billing system and third party payer guidelines.
5. Ability to coordinate operations in the reception and call pod area.
6. Knowledge of OAS Gold and Centricity computer systems, the routines for entering, printing or obtaining data.
7. Ability to work with multiple job assignments/responsibilities while under pressure, due to constant interruptions in a fast paced, high volume environment.
8. Knowledge of basic medical terminology and medical records procedures.
9. Ability to establish and monitor an effective working relationship with other clinical staff.
10. Ability to identify work priorities.

Condition of Employment

Pursuant to the State Universities Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

The SIU School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security. This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the

"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.