Medical Office Assistant II - Convenient Care - Hartwick Seminary
Bassett Healthcare Network, Milford, NY, United States
Job Description
A Medical Office Assistant I serves as the first point of contact for patients within the Bassett Healthcare Network. This role is essential to the patient‑centered care team and involves providing administrative support, managing patient scheduling, handling financial collections, and maintaining confidentiality and compliance.
What You Will Do
Reception/Call Handling
Receive and greet every patient courteously, using a welcoming tone.
Provide new patients with a Welcome to Bassett Network Packet and advance directive information.
Escalate emergent situations to the supervisor or supervising nurse.
Answer phones within 3 rings and provide a 3‑part greeting.
End calls by asking if anything else can be done for the patient.
Take clear phone messages and follow up to ensure patient needs are met.
Maintain operator statistics at or above institution standards.
Offer patients the opportunity to sign up for MyBassett on the phone.
Inform patients of any delays that may impact their appointment.
Registration/Appointment Scheduling/Referrals
Complete outpatient registration, ensuring accurate demographic and insurance information.
Verify attending and billing PCPs when appropriate.
Capture regulatory and compliance data accurately.
Assist with Advanced Beneficiary Notice signatures and Medicare requirements.
Correct information in the system within 24 hours of notifications.
Provide directions to clinical locations and answer patient questions.
Schedule outpatient appointments following department guidelines and offer alternate providers when necessary.
Fill out the Interactive Face Sheet and confirm patient details.
Maintain up‑to‑date communication preferences for appointment reminders.
Remind patients about co‑pay collection at visit time.
Use scheduling tools (Auto Search, Combine Departments, Schedule Scanner) to optimize appointments.
Perform daily schedule edits, reschedulings, and appointments per policies.
Confirm appointments 24‑72 hours before and follow up on referred providers.
Process urgent referral requests same day and routine referrals within 24‑72 hours.
Maintain “Incoming” and “Outgoing” queues per departmental standards.
Follow up with referred providers to ensure appointments are kept and results obtained.
Own the entire patient experience from scheduling to referral completion.
Collection of Payment/Cash Handling
Communicate payment due based on insurance verification and accept cash, check, or credit card.
Receive all payments with no more than 2 minor errors per quarter.
Balance the cash drawer daily with no more than 2 minor errors per quarter.
Office Support/Cross Coverage/Confidentiality
Stamp and deliver all incoming patient information daily.
Complete basic patient demographic forms such as Disability and Workers Comp.
Mails outgoing patient information in accordance with policy.
Prepare correspondence to patients or other entities as directed by supervisors.
Prepare outside‑patient health information for scanning per Document Imaging procedures.
Index and scan hard‑copy patient information into the electronic health record.
Send Routine or subpoenaed medical record release requests to HIM and process same‑day requests.
Maintain inventory of office supplies and required forms.
Classify, sort, distribute, and file correspondence, mail, records, and other documents.
Open and/or close clinics per divisional guidelines and perform hand‑offs for 24‑hour departments.
Cover other locations or departments as requested with orientation.
Adapt to various workflows and policies to support patient care.
Greet patients in the waiting area and inform them of delays or changes.
Identify patients using two identifiers (name and DOB) per National Patient Safety Goals.
Communicate patient issues to providers based on feedback and supervisory observation.
Ensure appropriate forms are given for each appointment type or specialty.
Assist patients through all stages of their visit.
Maintain confidentiality of patient information and use it only for job responsibilities.
Maintain competency in required programs and attend required in‑services.
Identify need for computer training or refresher courses and attend as necessary.
Attend 85‑90% of staff meetings and review missed minutes with no more than one unexcused absence per year.
Maintain knowledge of insurance and local carrier coverage policies related to appointments.
Attend at least four educational opportunities per year (e.g., BIL, PARS).
Perform any related duties requested or directed.
Education
High School Diploma or GED, preferred.
2‑year Associate Degree, preferred.
Experience
Minimum one year of relevant work experience, required.
Minimum one year of customer service experience, preferred.
An associate degree may be considered as credit toward one year of relevant experience.
Skills
Computer Skills
Customer Service
Time Management
Maintain Confidentiality
Interacting with People
Physical Requirements
Predominantly sedentary work; occasional lifting up to 10 lbs.
Occasional grasping, lifting, pulling, pushing, reaching, repetitive motion, stooping.
Frequent typing/clerical/dexterity, hearing, standing, talking, walking, visual acuity.
Hazards
Occasional exposure to bodily fluids/bloodborne pathogens.
Travel
No travel required.
Benefits
Paid time off, including company holidays, vacation, and sick time.
Medical, dental, and vision insurance.
Life insurance and disability protection.
Retirement benefits with an employer match.
Additional benefits may vary by location and/or position.
Pay Range
USD $16.98/Hr. (minimum)
USD $25.47/Hr. (maximum)
We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, sex (including pregnancy, childbirth, or related condition), age, national origin or ancestry, citizenship, disability, marital status, sexual orientation, gender identity or expression (including transgender status), genetic predisposition or carrier status, military or veteran status, familial status, status as a victim of domestic violence, or any other status protected by law.
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A Medical Office Assistant I serves as the first point of contact for patients within the Bassett Healthcare Network. This role is essential to the patient‑centered care team and involves providing administrative support, managing patient scheduling, handling financial collections, and maintaining confidentiality and compliance.
What You Will Do
Reception/Call Handling
Receive and greet every patient courteously, using a welcoming tone.
Provide new patients with a Welcome to Bassett Network Packet and advance directive information.
Escalate emergent situations to the supervisor or supervising nurse.
Answer phones within 3 rings and provide a 3‑part greeting.
End calls by asking if anything else can be done for the patient.
Take clear phone messages and follow up to ensure patient needs are met.
Maintain operator statistics at or above institution standards.
Offer patients the opportunity to sign up for MyBassett on the phone.
Inform patients of any delays that may impact their appointment.
Registration/Appointment Scheduling/Referrals
Complete outpatient registration, ensuring accurate demographic and insurance information.
Verify attending and billing PCPs when appropriate.
Capture regulatory and compliance data accurately.
Assist with Advanced Beneficiary Notice signatures and Medicare requirements.
Correct information in the system within 24 hours of notifications.
Provide directions to clinical locations and answer patient questions.
Schedule outpatient appointments following department guidelines and offer alternate providers when necessary.
Fill out the Interactive Face Sheet and confirm patient details.
Maintain up‑to‑date communication preferences for appointment reminders.
Remind patients about co‑pay collection at visit time.
Use scheduling tools (Auto Search, Combine Departments, Schedule Scanner) to optimize appointments.
Perform daily schedule edits, reschedulings, and appointments per policies.
Confirm appointments 24‑72 hours before and follow up on referred providers.
Process urgent referral requests same day and routine referrals within 24‑72 hours.
Maintain “Incoming” and “Outgoing” queues per departmental standards.
Follow up with referred providers to ensure appointments are kept and results obtained.
Own the entire patient experience from scheduling to referral completion.
Collection of Payment/Cash Handling
Communicate payment due based on insurance verification and accept cash, check, or credit card.
Receive all payments with no more than 2 minor errors per quarter.
Balance the cash drawer daily with no more than 2 minor errors per quarter.
Office Support/Cross Coverage/Confidentiality
Stamp and deliver all incoming patient information daily.
Complete basic patient demographic forms such as Disability and Workers Comp.
Mails outgoing patient information in accordance with policy.
Prepare correspondence to patients or other entities as directed by supervisors.
Prepare outside‑patient health information for scanning per Document Imaging procedures.
Index and scan hard‑copy patient information into the electronic health record.
Send Routine or subpoenaed medical record release requests to HIM and process same‑day requests.
Maintain inventory of office supplies and required forms.
Classify, sort, distribute, and file correspondence, mail, records, and other documents.
Open and/or close clinics per divisional guidelines and perform hand‑offs for 24‑hour departments.
Cover other locations or departments as requested with orientation.
Adapt to various workflows and policies to support patient care.
Greet patients in the waiting area and inform them of delays or changes.
Identify patients using two identifiers (name and DOB) per National Patient Safety Goals.
Communicate patient issues to providers based on feedback and supervisory observation.
Ensure appropriate forms are given for each appointment type or specialty.
Assist patients through all stages of their visit.
Maintain confidentiality of patient information and use it only for job responsibilities.
Maintain competency in required programs and attend required in‑services.
Identify need for computer training or refresher courses and attend as necessary.
Attend 85‑90% of staff meetings and review missed minutes with no more than one unexcused absence per year.
Maintain knowledge of insurance and local carrier coverage policies related to appointments.
Attend at least four educational opportunities per year (e.g., BIL, PARS).
Perform any related duties requested or directed.
Education
High School Diploma or GED, preferred.
2‑year Associate Degree, preferred.
Experience
Minimum one year of relevant work experience, required.
Minimum one year of customer service experience, preferred.
An associate degree may be considered as credit toward one year of relevant experience.
Skills
Computer Skills
Customer Service
Time Management
Maintain Confidentiality
Interacting with People
Physical Requirements
Predominantly sedentary work; occasional lifting up to 10 lbs.
Occasional grasping, lifting, pulling, pushing, reaching, repetitive motion, stooping.
Frequent typing/clerical/dexterity, hearing, standing, talking, walking, visual acuity.
Hazards
Occasional exposure to bodily fluids/bloodborne pathogens.
Travel
No travel required.
Benefits
Paid time off, including company holidays, vacation, and sick time.
Medical, dental, and vision insurance.
Life insurance and disability protection.
Retirement benefits with an employer match.
Additional benefits may vary by location and/or position.
Pay Range
USD $16.98/Hr. (minimum)
USD $25.47/Hr. (maximum)
We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, sex (including pregnancy, childbirth, or related condition), age, national origin or ancestry, citizenship, disability, marital status, sexual orientation, gender identity or expression (including transgender status), genetic predisposition or carrier status, military or veteran status, familial status, status as a victim of domestic violence, or any other status protected by law.
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