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Administrative Assistant Jobs in Washington, DC at MEDSTAR HEALTH

Title: Administrative Assistant


Location: Washington, DC

Job Summary

The individual in this position provides administrative and secretarial support to the department physicians. Answers phones, registers patients, schedules appointments, posts surgical procedures, and coordinates insurance verifications and pre-authorizations. Manages physician’s calendar, coordinates travel, and assists with manuscripts and protocols.

Minimum Qualifications




3 years experience in a medical/clinical office required. Previous experience with computerized scheduling and registration systems. Working knowledge of IDX / GE Centricity Business preferred. Previous experience with an electronic health record system desired, especially GE Centricity Clinical or Aria.


No special certification, registration or licensure required.

Knowledge, Skills & Abilities

Excellent interpersonal communication and customer service skills, and good telephone etiquette. Knowledge of medical terminology. Effective oral and written communication skills. Ability to perform in a high-pressure environment. Ability to organize and prioritize work Ability to deal effectively and professionally with a variety of different individuals.

Primary Duties and Responsibilities

Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards, and safety standards. Complies with governmental and accreditation regulations.

Administrative – Provides clerical support inclusive of typing, editing and copying of various clinical documents as well as manuscripts, protocols and presentations. Assists with preparation of presentations and other related documents for research and/or conferences. Provides support for Mortality & Morbidity meetings including accumulating data, preparing reports and preparing meeting minutes. Screens visitors and vendors, responds to routine requests for information /services, and/or direct visitors to appropriate staff. Coordinates academic related travel arrangements for physicians including flight, hotel accommodations, conference registration, itineraries and expense reimbursements. Coordinates administrative details related to responsibilities of Clinical Director including planning, preparing and compiling necessary information and materials for routine or special projects. Gathers and assists in compiling financial data, statistical data and reports for Administrator and/or physician as needed.

Registration – Will search the Enterprise Access Directory (EAD) to establish if the patient is new or existing. Follows guidelines to avoid duplicate medical record assignment. Obtains and/or verifies complete demographic and insurance information from patient. Accurately enters complete demographics, insurance information and Financial Status Classifications (FSC)/Hospital Patient Accounting Plan Code assignment into the approved organization electronic scheduling and billing system.

Scheduling – Obtains basic clinical information from patients/callers to determine the appropriate appointment type and provider to which the appointment should be booked. Identifies patient’s insurance, ascertains Georgetown Physicians Group (GPG) and GUH contract participation status (Par vs. Non-Par) and communicates contract participation status to patient. Determines referral requirements and is responsible for obtaining appropriate authorization/referral approval. Ensures all relevant data is entered into the Open Referrals Module. Links referral to the visit or updates Appointment Data Form (ADF) with Authorization/Pre-Certification number as appropriate or provides approved authorization /referral to the service provider. Schedules patient appointments using the approved organization electronic and billing systems, entering all required data elements as dictated by the GPG, GUH and departmental policies and procedures.

Scheduling – Communicates referral requirements, patient’s financial responsibility and other pre-visit information, as appropriate, including necessary procedures/examination preparations, e.g. NPO after midnight, according to departmental policies and procedures. Schedules surgical cases and admissions for the department. Communicates posting information to physician, nurse and administrative staff within the department, as appropriate. Communicates scheduling information, including information regarding surgical schedule, Georgetown University Hospital facilities, policies and instructions to patients and families. Answers incoming calls and provides information regarding services, referrals, etc. Using standard forms or Electronic Health Record (EHR) system, records messages from patients, referring physicians, pharmacies, and other clinical areas. Communicates with physicians and nurses. Prints and distributes provider schedules to clinical team/management/administration as appropriate.

Referrals/Authorization – Verifies eligibility and conformance to GPG, GUH and departmental managed care requirements and contracts. Obtains insurance referrals and pre-authorizations. Submits all referral information to necessary providers, as appropriate. Assists with pre-authorization of hospital admissions, procedures, medications and medical equipment. Maintains ongoing communication with insurance company to determine eligibility of benefits, deductible status, and to obtain precertification for office-based and other procedures. Educates and informs patients and families regarding verification status and issues related to deductibles, co-payments and balances. Responds to hospital staff and/or patient inquiries regarding referrals, authorizations and scheduling in an efficient manner.

Patient Arrival/Check-In & Check-Out – Greets patients, responds to inquiries and assists patients with the completion of paperwork, ensuring all information obtained is complete and accurate. Validates patient identity by asking to see identification and/or validate the stored image of the patient’s identification. Obtains and scans Patient Photo ID, Insurance Card, Referrals and signed documents into the approved organization electronic scheduling and billing systems as appropriate.

Patient Arrival/Check-In & Check-Out – Is responsible for resolving all outstanding Alerts on pending appointments as the time of patient arrival, to minimally include: Missing Referral. Missing Pre-certification/Authorization. Self Pay Accounts. Eligibility Verification. Missing Demographic/Insurance Information. MedStar and/or Georgetown University Hospital Specific requirements. Enters all relevant data, linking to the appropriate appointment/visit and ensures all required data elements are captured. Advises patient of his/her financial responsibility and obtains signed financial responsibility form (FIN form) as necessary. Collects visit copayment, co-insurance, balance on account, self-pay payments. Posts payments to patients’ account in the approved organization electronic scheduling and billing systems and provides patient with system generated receipt.

Patient Arrival/Check-In & Check-Out – Communicates patient’s arrival to appropriate clinical staff. Keeps patient informed of scheduled delays. Ensures that patient appointments are statused in the approved organization electronic scheduling and billing system in a timely manner, as follows: Appointment is ‘Arrived’ at time patient presents for their scheduled appointment. All No Show, Cancelled, or Rescheduled appointments are statused by end of each session or the day’s end, at the lastest. Patients seen after hours will have appointments statused at the start of the next business day. Reviews encounter forms for accuracy and completeness prior to patient check out. Corrects and completes forms as required and ensures that bill is submitted for every arrived patient. Performs the following approved organization electronic scheduling and billing systems Front Desk Module tasks to ensure that all monies are accurately collected and accounted for at day’s end: At day’s end, reconciles all monies collected (cash, checks, and credit card payments) to the money entered in the approved organization electronic scheduling and billing systems Front Desk Module. Closes and balances the Credit Card Machine on a daily basis. Batches payments and delivers payment batches to designated department resource for balance verification, creation of bank deposit and delivery of deposit to the Cashier’s Office.

Patient Arrival/Check-In & Check-Out- At the end of the day, batches encounter forms, prepares Batch Entry Form and Batch Control log to be sent to Physicians’ Unified Billing Service (PUBS). Compiles and runs the Missing Charge Report each month and assists Administrator with reconciliation of missing charges. Performs quality audits as requested.

Medical Records – Adhering to GPG and departmental policies and procedures, will access a patient’s medical record/electronic health record (MR/HER), for work related activities only, to complete proper patient documentation in the health record or to view needed information in the patient chart as necessitated by job role or function. Adheres to most current work flows or processes developed within GPG or specific Practice. Appropriately and accurately scans and indexes documents, using correct naming conventions, into patient EHR.

Office Maintenance – Maintains and utilizes all office equipment such as computers, fax machines, telephones, etc. according to manufacturer’s recommendations. Maintains competency in all electronic systems required for job functions. Keeps personal workspace, reception and waiting areas neat, clean and free of debris at all times. Communicates building and facility issues or concerns to the appropriate housekeeping staff for resolution. Reports computer malfunctions, software issues and/or problems to the Help Desk or appropriate staff.

Exemplifies Guess and Staff Relations and exemplifies Commitment to Caring (C2C) Customer Service/Courtesy Behaviors in all activities – Greets every customer and coworker with a warm welcome. Smiles, makes eye contact, and always demonstrates a positive attitude with all customers and coworkers; When answering the phone, calls should be answered within 3 rings and the greeting should include name, department and asking, “How may I help you?” Always introduces himself/herself and asking, “How may I help you?” to all customers and coworkers; Always offers directions to all customers and coworkers; escorts them as needed, whenever possible; Always projects a positive image. Follows the dress code and always wears a nametag in a visible location; Always provides prompt and efficient service. Always explaining any delays and how long it will take to complete a task to customers and coworkers; Takes ownership of a complaint and facilitates immediate service recovery. Always looks for ways to exceed customer and coworker expectations; Thanks customers for choosing GUH and encourages them to return for assistance, as needed; and Closes all appointment requests appropriately by reviewing appointment specifics, asking if there is anything more that the patient or requestor needs, and thanking them for choosing GUH.

Observes Joint Commission (JC) standards, Patient Safety initiatives, Patient Rights, and Health Insurance Portability and Accountability Act (HIPAA) Privacy standards – Follows care, documentation and cleanliness standards in the performance of job duties; Completes in-services and education on a timely basis; Is focused on patient safety during performance of duties and improves or makes corrections when safety issues arise; notifies department manager, as required; Interacts with other team members both on the unit and in other units in an appropriate and proactive way to benefit the patient; Observes proper elevator etiquette and courtesy: smiles and speaks to patients and visitors, does not discuss patient care and keeps voice low, gives right-of-way to patients and visitors; Keeps all patient information strictly confidential; Never discusses patient information and hospital business in public areas; Protects patient privacy in public areas; and Adheres to all JC and GUH Patient Rights standards.

Participates in meetings and on committees and represents the department and hospital in community outreach efforts. Participates in multi-disciplinary quality and service improvement teams.

Performs other duties as assigned.

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.

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