Admin Spec

• Job Summary
  • The Administrative Specialist (Administrative Operations Specialist) supports the Outpatient Administrative Operations team and workflow by assisting in maintaining and ensuring accuracy of data integrity for patient registrations in IDX/WebPT and related systems. The Administrative Specialist (Administrative Operations Specialist) acts as the liaison between Outpatient MedStar National Rehabilitation Network (MNRN) site Administrative Operations staff and National Rehabilitation Hospital (NRH) Health Information Management (HIM) for new outpatient registrations by ensuring that patient’s demographic information, including medical record number and account number, are correct. The Administrative Specialist (Administrative Operations Specialist) supports the Outpatient Network Director of Informatics & Clinical Applications and the Directors of Outpatient Administrative Operations in assigned task related to optimizing WebPT data entry by assisting with monitoring WebPT report functions (e.g. billing report, claims feed errors, etc.) and working with sites in facilitating timely reconciliation of administrative and electronic transmission errors and exceptions. The Administrative Specialist (Administrative Operations Specialist) will also support the Executive Project/Credentialing Coordinator role by assisting with new WebPT user profile configuration and setup (e.g. user access, permissions, clinic assignment, access, calendar template). The Administrative Specialist (Administrative Operations Specialist) will also participate in new staff orientation and training related to outpatient IDX training and WebPT registration processes.
• Minimum Qualifications
  • Education/Training
    • High school graduate or the equivalent (GED). Associate’s degree in Health Information Management (HIM) technology or equivalent education and experience in a health information management department preferred.
  • Experience
    • Minimum of three (3) years experience with health information applications and systems preferred.
  • License/Certification/Registration
    • AA degree preferred. Continuing education in data management systems and applications related to patient registration activities preferred.
  • Knowledge, Skills & Abilities
    • Requires the ability to read and write in English, and comprehend policies and procedures; knowledge of grammar and arithmetic, including fractions and decimals; understanding of chart analysis and medical technology; proficiency with Microsoft Office Word and Excel applications; and excellent communication and customer service skills. Experience with healthcare IT systems (e.g. Electronic Medical Record [EMR], document imaging). Requires the use of standard office equipment (i.e., personal computer, on-line printer, calculator, telephone, facsimile, copier, scanner); the preparation, comparison and checking of reports, records and related data; and basic use of formulas, charts, tables, drawings and knowledge of their application to assist in providing data for analysis and trending.
• Primary Duties and Responsibilities
  • Develops and contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards and safety standards. Ensures compliance with hospital/facility policies and procedures and governmental/accreditation regulations.
  • Builds trusting relationships with HIM, MNRN Outpatient team members and external credentialing entities to function as effective liaison for outpatient registrations and associate credentialing.
  • Interfaces with HIM/MNRN Outpatient team members on the accuracy of patient registration, addressing questions and errors and assisting with solutions for the benefit of areas involved.
  • Strives for accuracy in the registration process and assists site staff and HIM in promoting timely reconciliation of EAD and WebPT registrations account discrepancies through consistent collaboration and follow-up with site staff and HIM and effectiveness in addressing questions and errors.
  • Works with HIM and Outpatient site registration staff to eliminate duplicate patient accounts and Medical Record Numbers in Outpatient Electronic Medical Record (EMR) (WebPT).
  • Maintains daily duplication statistics to closely monitor accuracy of patient registrations. Delivers data to administrative operations and outpatient clinical leaders as appropriate.
  • In collaboration with outpatient Network Director of Informatics and Clinical Applications, Central Billing Office (CBO), and Administrative Operations Leaders and team, assists in monitoring designated WebPT report data and acts as liaison between site level and CBO to promote and ensure effective communication for timely reconciliation of exceptions (e.g. claims feed and billing errors).
  • Works actively with the Administrative Operations leaders and CBO on delegated activities to promote accuracy and consistency in areas of registration and related administrative processes.
  • Participates and assists in team member training activities including but not limited to IDX and WebPT end user registration education and training.
  • Participates in multidisciplinary quality and service improvement team meetings activities as assigned.
  • As directed, assists the Credentialing Coordinator in functions to promote timely and accurate associate credentialing.

About MedStar Health
MedStar Health is dedicated to providing the highest quality care for people in Maryland and the Washington, D.C., region, while advancing the practice of medicine through education, innovation and research. Our 30,000 associates and 5,400 affiliated physicians work in a variety of settings across our health system, including 10 hospitals and more than 300 community-based locations, the largest visiting nurse association in the region, and highly respected institutes dedicated to research and innovation. As the medical education and clinical partner of Georgetown University for more than 20 years, MedStar is dedicated not only to teaching the next generation of doctors, but also to the continuing education and professional development of our whole team. MedStar Health offers diverse opportunities for career advancement and personal fulfillment.