UNIV - Administrative Specialist II

Act as a Patient Service Representative for the Department of Oral & Maxillofacial Surgery Clinic within the College of Dental Medicine. Under supervision of the Clinic Manager, provides high levels of customer service. This role facilitates timely completion of the front-end registration processes, working closely with physicians, residents, and clinical team members.

FLSA: Hourly

Job Summary: Act as a Patient Service Representative for the Department of Oral & Maxillofacial Surgery Clinic within the College of Dental Medicine. Under supervision of the Clinic Manager, provides high levels of customer service. This role facilitates timely completion of the front-end registration processes, working closely with physicians, residents, and clinical team members.

Payscale Salary Range: UNIV-Band 3: $23,191.00 - $33,052.00 - $42,913.00 (min - mid - max)

Job Duties:

• 30%% - Patient Service Representative for the Department of Oral & Maxillofacial Surgery Clinic within the College of Dental Medicine. Prior to, or at time of check-in, obtain, confirm, enter and/or update all required patient demographic and insurance data, to include guarantor, for entry into EPIC and axiUm ensuring that all necessary documents are scanned into both systems. Secure copies of insurance card(s), forms of ID, and signature(s). Complete all regulatory and compliance related forms for the visit such as the Medicare Secondary Payer (MSP) questionnaire, Notice of Privacy Practice and Billing information ensuring that all documents are provided to, and completed by, the patient. - (Essential)
• 30%% - At time of check-in collect and post all payments in axiUm and EPIC providing each patient with a receipt and any insurance forms needed. Responsible for informing patients, to include self-pay patients, of prepayment requirements. Must enter transaction notes in axiUm and EPIC documenting any relevant financial conversations and all posting errors, refunds, etc. Reconcile and make daily deposits of cash, check, and credit card transactions following University and CDM guidelines. When available, obtain Care Credit certification for payment plan options to include obtaining necessary documentation required for processing transactions while following approval guidelines. Stay current with new updates and procedures regarding patient payment options. - (Essential)
• 25%% - Schedules faculty and resident patient appointments in EPIC and axiUm. Provide printed appointment reminder cards to all patients. Answer all phone calls with courtesy, directing patients to the proper Oral & Maxillofacial Surgery or CDM employee. Responsible for all reminder calls for sedation and local anesthesia patients to ensure that patients are aware of pre-registration expectations to include arrival times, the potential need for a caregiver/driver, and prepayment obligations. Accountable for security of telephones, patient records, computers, patient payments, etc. - (Essential)
• 10%% - Collaborates with the Clinic Manager and Coordinators within the department of Oral & Maxillofacial Surgery to ensure accuracy of referrals, pre-certifications, and estimated service charges. This will include verifying insurance eligibility via telephone, payer website, and real time eligibility. Assist in the preparation of sedation paperwork. Print labels for sedation and local anesthesia patients prior to time of service. When needed, assist in obtaining all necessary orthognathic and TMJ documentation. - (Essential)
• 5%% - Maintain reception and waiting room areas in a neat, orderly fashion. Responsible for management of supply inventory and needs for front desk areas. Assist with other projects or duties requested by the Oral & Maxillofacial Surgery Clinic Manager. - (Essential)

Preferred Experience & Additional Skills:

A high school diploma. Related clerical experience may be substituted for a high school diploma. Some positions assigned to this class require: a valid commercial driver's license; or correctable vision of 20/40 in both eyes, with or without conventional lenses and physical qualifications in accordance with Federal Motor Carrier Safety Regulations, Section 391.41. Some positions require a minimum typing score of 35 corrected words per minute and typing test on file unless otherwise stated.