Administrative Liaison

The Administrative Liaison provides administrative and secretarial support for specialty practices. The Administrative Liaison also provides administrative and secretarial support to practice physicians and senior staff. They also provide adequate backup in reception coverage by assisting in greeting outpatients, collation and handling incoming calls. 

Job Duties and Responsibilities 

Registration: 

• Conducts in-person registration/interviews-capturing demographic, financial/insurance, physicians, diagnosis information etc. and entry of this information into the computer systems. 

• Explains general and financial consent forms and secures proper signatures. 

• Provides and accepts Advanced Directive material and refers patients to appropriate professional. 

• Accepts and records referrals requested from physician offices. 

• Coordinates the transfer of patients from other facilities. 

• Maintains close coordination with insurance verifier. 

• Completes prior authorizations as required documents in appropriate system. 

• Contacts medical examiners when required. 

• Evaluates billing error reports and makes appropriate corrections. 

Scheduling: 

• Accurately performs scheduling of outpatients and coordinating diagnostic procedures in a timely manner. 

• Completes physicians fax orders by calling patients and scheduling exam(s) and lets physicians know date/time of exam by fax back to physician’s office. 

• Accurately enters patient information into the computer by either registration/scheduling of patients and exams. 

• Accurately schedules all surgical procedures, including pre-operative and post-operative care and coordinates all testing results.  

• Knowledgeable in the use of practice management computer system and hospital based data systems. 

• Confirms all appointments for certain departments to ensure that patients are aware of appointment time and place. 

• Ensures patient understanding of all directions given, engages nursing as appropriate. 

• Tracks referrals and patient registration. 

• Accurately performs and submits required chart prep for hospital procedures and diagnostics.   

Billing: 

• Effectively interprets financial information related to visits. 

• Accurately bills for procedures, diagnostic testing and consultations performed. 

• Effectively monitors and utilizes Ingenious Med software, including billing, consults, tracking/reporting as needed.  

Receptionist: 

• Acts as a receptionist for the clinic 

• Answers, screens and routes telephone calls correctly. 

• Assists patients, families and the public. 

• Answers nurse/patient phone system as needed and relays information to responsible person. 

• Contacts patient’s family or doctor as directed. 

• Ascertains identity of all persons. 

• Faxes medical information to physicians and insurance carries as requested. 

Administrative Office Support: 

• Provides administrative and secretarial support for practice physicians and staff. 

• Controls the access and schedules meeting for providers. 

• Maintains automated schedules. 

• Chart prep for outpatient clinic schedules. 

• Types meeting minutes as needed.   

• Prepares check requests and processes distribution of accounts payable checks. 

• Prepares correspondence, reports, and forms as requested. 

• Maintains adequate level of supplies. Obtains and returns equipment to proper department. 

• Responsible for neat and orderly environment including lobby area. 

• Remains willing to preform additional tasks as directed by practice physicians and staff. 

This description is intended to only provide basic guidelines for meeting job requirements.  Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve.  These responsibilities are subject to change at any time. 

Qualifications 

• Associates degree in Administrative Medical Secretary or similar major or 5 years of related experience. 

• Familiar with physician's office procedures 

• Surgical scheduling experience highly preferred 

• Good oral communication and interpersonal skills 

• Working knowledge of word processing, spreadsheets, excel, graphics.