General Summary of Position MedStar Georgetown University Hospital has an opportunity for an Administrative Assistant in the Pharmacy- Institutional department. This ... position is full-time, Monday – Friday, Day Shift. The Administrative Assistant provides administrative and secretarial support to the department. Answers phones, registers patients, schedules appointments, posts surgical procedures, and coordinates insurance verifications and pre-authorizations. Manages calendars, coordinates travel, and assists with manuscripts and protocols. These functions are performed in accordance with all applicable laws and regulations and Georgetown University Hospital's (GUH) philosophy, policies, procedures, and standards.

Primary Duties: 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. 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 Classification (FSC) / Hospital Patient Accounting Plan Code assignment into the approved organization electronic scheduling and billing systems. 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 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 scheduling and billing systems, entering all required data elements as dictated by the GPG, GUH and departmental policies and procedures. 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. 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-authorizations 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 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. Is responsible for resolving all outstanding Alerts on pending appointments at 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. Communicates patient’s arrival to appropriate clinical staff. Keeps patient informed of schedule delays. Ensures that patient appointments are in the approved organization electronic scheduling and billing system in a timely manner, as follows: Appointment 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 latest. Patients seen after hours will have appointments status 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. 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 Adhering to departmental policies and procedures, will access a patient’s medical record / electronic health record (MR/EHR), 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 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 work space, 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 Patient Experience service standards and Spirit values, and actively participates in Patient Safety standards and tasks: 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. 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 The Joint Commission (TJC) 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. Performs other duties and responsibilities that are appropriate to the position and area. The above responsibilities are a general description of the level and nature of the work assigned to this classification and is not to be considered as all inclusive.

Qualifications Associate’s degree, Required. Minimum 3 years’ experience Work experience required, preferably in a medical/clinical office, Required. Working knowledge of IDX/GE centricity business, Preferred. Previous experience with an electronic health record system desired, especially GE centricity clinical or Aria, Preferred. 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.

Why MedStar Health? At MedStar Health, we understand that our ability to treat others well begins with how we treat each other. We work hard to foster an inclusive and positive environment where our associates feel valued, connected, and empowered. We live up to this promise through: • Strong emphasis on teamwork - our associates feel connected to each other and our mission as an organization. In return, our effective team environment generates positive patient outcomes and high associate satisfaction ratings that exceed the national benchmark. • Strategic focus on equity, inclusion, & diversity - we are committed to equity for all people and communities. We continue to build a diverse and inclusive workplace where people feel a sense of belonging and the ability to contribute to equitable care delivery and improved community health outcomes at all levels of the organization. • Comprehensive total rewards package - including competitive pay, generous paid time off, great health and wellness benefits, retirement savings, education assistance, and so much more. • More career opportunities closer to home - as the largest healthcare provider in the Baltimore-Washington, D.C. region, there are countless opportunities to grow your career and fulfill your aspirations.

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 team of 32,000 includes physicians, nurses, residents, fellows, and many other clinical and non-clinical associates working in a variety of settings across our health system, including 10 hospitals and more than 300 community-based locations, the largest home health provider 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 Health is dedicated not only to teaching the next generation of doctors, but also to the continuing education, professional development, and personal fulfillment of our whole team. Together, we use the best of our minds and the best of our hearts to serve our patients, those who care for them, and our communities. It’s how we treat people.

MedStar Health is an Equal Opportunity (EO) Employer and assures equal opportunity for all applicants and employees. We hire people to work in different locations, and we comply with the federal, state and local laws governing each of those locations. MedStar Health makes all decisions regarding employment, including for example, hiring, transfer, promotion, compensation, benefit eligibility, discipline, and discharge without regard to any protected status, including race, color, creed, religion, national origin, citizenship status, sex, age, disability, veteran status, marital status, sexual orientation, gender identity or expression, political affiliations, or any other characteristic protected by federal, state or local EO laws. If you receive an offer of employment, it is MedStar Health's policy to hire its employees on an at-will basis, which means you or MedStar Health may terminate this relationship at any time, for any reason

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