Position Summary:

The Physician Practice Office Assistant performs diversified office-clerical duties as well as provides excellent customer service and efficient and positive communication with patients, families, physicians, providers and outside facilities and individuals.

Essential Functions and Responsibilities Includes the Following:

• Schedules and confirms patient appointments and arrival utilizing Practice Management System whenever available
• Fulfills responsibilities as assigned that may include sending/receiving patient records and documents; scheduling surgical procedures and tests; obtaining pre-certification for health care services; verifying insurance coverage and patient demographics; scanning; managing and updating charts to ensure that information is complete.
• Answers telephone, relays messages, and provides information when necessary.
• Maintains files and assists in establishing office systems.
• Orders office supplies.
• Operates related office equipment
• Attends meetings, takes and distributes minutes
• Fulfills organizational responsibilities as assigned including respecting/promoting patient rights; responding appropriately to emergencies; communicates concerns/ problems relating to patients and/or staff with immediate supervisor
• Adheres to White Plains Hospital infection control standards including, but not limited to hand hygiene
• Utilizes appropriate steps in the decision making process to include recognition and priority setting relating to patient care and practice based issues.
• Collaborates and communicates with the health care team
• Completes annual mandatory requirements including Occupational Health Requirements
• Attends mandatory in-services
• Attends staff meetings as required/requested
• Utilizes cost containment practices
• May prepare and maintain various statistical data
• Adheres to all WPH policies and procedures including dress code, behavioral standards/code of conduct, customer service and attendance.

• High school diploma or general equivalency diploma (GED required).

• Previous patient relation experience required.

• Previous general office experience required.

• Previous physician practice experience preferred.

• Basic medical terminology, Electronic Scheduling and Electronic Medical Record experience preferred.

Core Competencies

Ability to speak, write, understand and communicate in English language

Perform multi duties in a high volume area

Efficiently balance visitors, phone callers, and administrative/secretarial duties

Ability to deal professionally and efficiently with all levels of management and external constituencies

Self-starter, self-motivated and ability to work without supervision

Flexible, organized and able to set priorities

Excellent telephone manners and communication skills

Exhibit courteous, cooperative and professional attitude at all times

Retains composure under stress

Physical/Mental Demands/Requirements & Work Environment

May be exposed to chemicals necessary to perform required tasks. Any hazardous chemicals the employee may be exposed to are listed in the hospital’s SDS (Safety Data Sheet) data base and may be accessed through the hospital’s Intranet site (Employee Tools/SDS Access). A copy of the SDS data base can also be found at the hospital switchboard and Physician Practices saved on a disc.

Ability to use computer for extensive periods of time

Occasional lift and or move of 15 to 20 pounds

Requires movement about the department frequently throughout the day

Ability to sit for extended periods of time Ability to respond to frequent calls

Primary Population Served Check appropriate box(s) below: Neonatal (birth – 28 days) Patients with exceptional communication needs Infant (29 days – less than 1 year) Patients with developmental delays Pediatric (1 – 12 years) Patients at end of life Adolescent (13 – 17 years) Patients under isolation precautions Adult (18 – 64 years) Patients with cultural needs Geriatric (> 65 years) All populations Bariatric Patients with weight related comorbidities Non-patient care population

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of White Plains Hospital.