OakLeaf Clinics – The Counseling Room is looking for a part-time Medical Office Assistant! Join our team in a unique opportunity that combines the essential responsibilities of a Medical Office Assistant with the rewarding work of providing Transcranial Magnetic Stimulation (TMS) treatment support. In this position, you will serve as the first point of contact for patients while also playing an important role in delivering a positive, supportive TMS treatment experience.

OakLeaf Clinics is dedicated to providing patients with compassion, trust, and a lifetime of individualized care. Our healthcare network consists of physicians, nurse practitioners, physician assistants, dietitians, nurses, respiratory therapists, medical assistants, and support staff working together with laboratory and imaging services to care for communities throughout the Chippewa Valley and surrounding areas.

Position description

The Medical Office Assistant is responsible for answering incoming calls, directing calls to appropriate staff, greeting, and checking in all patients for office appointments, including paperwork for patients to fill out, scanning insurance cards, entering all demographic information into the electronic health record, entering referrals for office visits into EMR, scanning for staff as needed, and working closely with physicians and staff.

Responsibilities

Greet and direct all patients and visitors within the practice
Obtain patient demographic and verify insurance information at each visit
Obtain necessary patient information to meet current Federal guidelines and
Meaningful Use guidelines for electronic medical records
Scan pertinent patient information into EMR including patient authorizations,
recent labs delivered by patient, etc.
Obtain patient authorization for medical records release (HIPAA compliance)
Schedule any necessary appointments after completion of patient visit
Monitor and review patient schedules for next day office appointments
Call patient for next day appointment reminders
Identify and resolve minor patient billing complaints
Assist in ordering, receiving, and stocking of office supplies
Maintain cleanliness of waiting room
Assist other Medical Receptionists and Medical Secretaries as needed
Read and act on Clinic information and communication in a timely manner, i.e.,
email, newsletters, training materials, EHR updates, etc.
Schedule TMS treatment appointments and help to verify medical insurance authorizations
Administer TMS treatments according to protocols provided by mental healthcare professionals
Enable effective treatment by accurately positioning the TMS equipment's electromagnetic coil
Ensuring head and neck support in order for patients to remain completely still during sessions
Explain TMS procedures and possible effects on patients, as well as answer questions
Create a supportive treatment environment and demonstrate compassion
Assist patients to complete psychiatric rating scales after sessions
Record session notes and collaborating with certified TMS psychiatrists on patient care
Other duties as assigned by clinic manager, supervisor or providers
Work a flexible schedule within the clinic or department hours based on clinical demand or need

Qualifications

Minimum of a High School diploma, required
Bachelor’s or Associate’s degree in healthcare administration, or similar - Preferred
Successful completion of TMS certification based on initial training provided
Experience working with patients suffering from anxiety and depression - Preferred
Willingness to learn how to administer TMS treatments and assume high-level responsibility
Ability to work under supervision and collaborate with mental healthcare professionals
Advanced ability to ensure patient safety and comfort, as well as answering questions
Proficient in taking session notes and assisting patients to complete psychiatric rating scales
At least one-year relevant experience and/or training
Electronic Medical Records (EMR) experience preferred but not required
Excellent interpersonal and customer service skills
Ability to work independently on assigned tasks
Comfortable working in a flexible team environment
Ability to multi-task, handle a high volume of calls and prioritize daily tasks
Strong organizational skills
Excellent verbal and written communication skills
Multi-task quickly effectively in a fast-paced environment

Work Environment

While performing the duties of this job, the employee regularly works in a clinic or office setting.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Major activities of this job include frequent sitting for extended periods of time, some walking or standing, and light physical effort performed on a level surface. Some carrying, lifting, kneeling, bending, reaching, and squatting are involved in the medical office. Use a computer and telephone and employ writing and organizational skills. Manual dexterity, mobility and good vision that includes near acuity, depth perception and accommodation are physical requirements necessary for technical work.

Education: High School Diploma required, Associate/Bachelor's preferred
Salary: Starting at $18.00/hour, commensurate with experience
Job Type: Part Time
Location: 130 S Barstow Street, Suite 1B • Eau Claire, WI 54701

Part-time position working 12-18 hours per week. Hours may fluctuate based on coverage needs. Weekdays only - no weekends, evenings or holidays.

Medical Office Assistant (Part Time)

About the role

Skills

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