Employment Opportunities

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Medical Administrative Assistant

Bismarck, Fargo

Full Time -   : Open until filled

Job Summary: The Medical Administrative Assistant provides support to the PACE Site Director, managers, supervisors, other employees and PACE Participants by handling a variety of tasks in order to ensure that all interactions between the organization and other are positive and productive.
Primary Responsibilities The Medical Administrative Assistant performs a wide range of administrative and office duties to ensure the smooth and efficient daily operations of the PACE Program. 
  1. Answer, screen and transfer inbound calls
  2. Receive, monitor and direct participants and visitors to the PACE site
  3. General clerical duties including copying, faxing, emailing, filing, creating correspondence, etc.
  4. Maintain office, medical and housekeeping supply inventory
  5. Reconcile expense reports and credit card accounts
  6. Sort and distribute mail
  7. Coordinate repairs for office equipment
  8. Schedules Participant appointments
  9. Maintains Participant Medical Records:
    1. Scans documents in a timely manner into the electronic medical record, using established processes to ensure information is available for participant care.
    2. Performs quality control to ensure the integrity, completeness and legibility of scanned patient health records by validation of the paper records to the scanned images.
    3. Purges and archives medical records on an as needed basis.
    4. Ensures access to participant medical records, for continuity of care, while maintaining security and confidentiality of the medical record.
    5. Prepares for PACE provider clinic appointments by printing summary information for the provider prior to the appointment.
    6. Facilitates submission of PACE clinic and nursing home visit reports to the coding vendor and retrieval of completed coding summaries from the coding vendor for all three sites.
    7. Reviews and enters ICD-10 diagnoses codes, from the coding vendor, in to the electronic medical record.
    8. Works with providers to ensure risk adjustment data is complete, accurate, and timely.
    9. Obtains past medical records for potential enrollees as part of the intake process, using access to the NDHIN, external EMR systems, and release of information requests for all applicable facilities.
    10. Accesses outside facility electronic records for reports of emergency care and hospitalizations for scanning to the PACE electronic medical record system, obtaining the reports via record request to facilities which do not provide PACE access to the electronic record.
    11. Obtains office visit documentation for all outside medical appointments, using NDHIN, external EMR systems, and release of information requests.
    12. Monitors the completion of assessment documentation for all care conferences, sending emails communications, per policy.
    13. Performs monthly chart audits and CAPS assessment audits to support QAPI activities. 
    14. Monitors, regularly, for the accurate entry and delivery of emergency room, ambulance, and hospitalization services into PCO, as well as for completion of associated change forms.
    15. Provides support for the quality audits by retrieving data from PCO on a monthly basis for the on-call log audit.
    16. Performs the Release of Information function for PACE in accordance with established policies and procedures, adhering to confidentiality policies and HIPAA regulations.
    17. Maintains the Health Outcomes Survey-Modified contact spreadsheet, for Medicare eligible PACE Participants, for provision to the Centers for Medicaid and Medicare Services survey vendor.

Education/Experience:  High school diploma or equivalent; college degree preferred.   2-3 years of clerical, secretarial or office experience in a medical setting preferable.  Proficiency in using Microsoft Office Suite products. and general office equipment.
Special Training: Must have knowledge of medical terminology and confidentiality and HIPAA laws.  Must have interpersonal skills in order to effectively interact and communicate with nurses, providers, clinical staff, and participants.  Must possess strong organizational skills and have the ability to adapt to change in a positive/professional manner.
Physical Demands:  Must be able to see, hear, and verbally communicate.  Must be able to move about freely and possess manual dexterity and visual acuity.  Sedentary for long periods of time. 
Working Conditions:  Primarily inside, well-lit, climate controlled environment.

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