Job Description

Kaminska Dermatology in Downtown Chicago, IL is looking for one medical office manager to join our team. Candidates with clinical experience are preferred. We are located on 1 E Erie Suite 530. Our ideal candidate is self-driven, punctual, and hard-working.

Primary Responsibilities

• Assist with front desk and clinical staff responsibilities as required.
• Responsible for completing and overseeing daily financial operations with regards to customers using their health insurance in a busy medical practice.
• Manage daily operations, efficiency and productivity within the office.
• Responsible for patient services coordinators, medical assistants -- new employee onboarding and in collaboration with practice owner, responsible for employee’s performance review and/or termination from practice
• Develop employees by fostering a team-driven environment and by providing coaching in a positive manner in an effort to maintain and build self-esteem and competence to help employees achieve their maximum potential and contribution.
• Provides appropriate resources, direction, and accountability to employees.
• Communicate with office staff and physician and assist them in implementation and training to work within organizational guidelines and goals.
• Staff the office as necessary to provide the most cost-effective coverage of practice activities. Responsible for weekly schedules, approval of PTO in communication with practice owner
• Maintain required inventory of supplies for office and monitor the orders and expenditures.
• Provide appropriate and timely follow up to address all patient concerns and complaints.
• Serve as office point-person for practice owner, employees, pharmaceutical reps, and vendors
• Collaborate and work alongside practice owner to achieve practice growth goals.
• Develop strategy for new lead development, patient retention, and new marketing initiatives to maximize overall growth.
• Responsible for practice social media and online reputation management

Insurance Claims Processing & Management

• Works with our Billing Company to supervises weekly insurance verification systems and aides in completing any insurance eligibility and benefits investigation as needed for the operation to run smoothly.
• Prepares and supervises entire week daily sheet of insurance's and patient's financial responsibility for the encounters that are subject to health insurance benefits and patient's financial responsibility
• Must be able to understand and explain terminology to patients, such as copay, deductibles, co-insurance, out of pocket expenses met, not-covered services and be able to understand these benefits with regards to commonly seen PPO/EPO/HMOs/Medicare insurance policies.
• Must be able to utilize common insurance verification softwares, such as Availity, Insurance specific websites to obtain eligibility and benefits with regards to dermatology specialist office visits and procedures and identify patient's financial responsibilities for services rendered in our office, always collected at the time of service.
• Must be able to complete and supervise patient services representatives calls to insurance companies to verify eligibility and benefits, obtaining accumulation of benefits to date based on co-pay, deductibles, coinsurances, and out of pocket accumulations based on the day of service for company to be able to collect most accurate financial responsibility due at the time of service.
• Enter insurance payers, appropriate patient insurance info. Correct billing errors in coordination with billing company
• Oversees insurance card and plan entry to be accurate
• Review pending list and create claims from pending list
• Create claims for locked encounters to send to insurance
• Reviews reports denied claims with practice owner and billing company, ensuring proper collection of all financial services provided
• Process/Post payments received through mail
• Research patient insurance provider to verify plan, id number, and group
• Post ERA’s, assigning any claim balances to patient responsibility with explanation – ie: deductible
• Post paper checks from insurance companies for billing company to track
• Apply un-posted payments to patient accounts
• Assist with insurance appeals as deemed necessary by billing company and practice owner
• Screen overpayments for reposting to correct claims or for refund evaluation
• Claim follow-up for unpaid claims over 30 days with billing company
• Communication with billing company for claims management
• Send medical records to insurance companies per insurance letter
• Review claims to make sure proper payment amount was collected
• Communicate billing status and issues with Practice Owner
• Perform other tasks as assigned by Practice Owner

Clinical Staff Supervision

• Coordinates clinical staff schedule to provide adequate coverage for physicians' schedule
• Post job positions, monitor applicants, seeks and screen, phone interview, and sets up in person work shadow interview for prospective medical assistant candidates.
• Reviews request for PTO of clinical staff with practice owner to ensure adequate coverage for the practice
• Coordinates externs and other potential candidates to ensure constant access to potential top-notch candidates for employment are readily available.
• Enforces practice manual and employee manual policies and procedures.
• Alerts physician owner of any potential liability issues, or wrong doings of clinical staff. Provides direct feedback and ongoing monitoring of employee performance in collaboration with physician owner.

Patient Account Management

• Contact patients regarding claims denied for no coverage, termination of insurance coverage, update of coordination of benefits, out of network coverage and other common reasons for insurance denial
• Send patient statements out via email and credit card processing merchant services.
• Post refunds on patient accounts for overpayments, coordinates with practice owner for patient refunds to process through credit card merchant services/checks mailed/or applications towards in services procedures and/or services.
• Take phone calls from patients with questions about their bill
• Answer inquiries about out of network insurance
• Answer inquiries about billing and attempts to trouble shoot common questions before passing it over to billing company.
• Review account balances with patients, collects outstanding balances
• Take patient payments over the phone, post to patient account and send receipt
• Call patients to get payments for self-pay patients
• Check patient accounts for MDs want to adjust accounts for no statements
• Review patient accounts to be turned over to Transworld phase I. Monitor accounts that have been paid removing from collections
• Review accounts to be moved into collections in conjunction with billing company
• Provide patient receipts or reports for Health Savings Accounts or Flex Spending Accounts upon request
• Assist in patient collections management
• Process Cancellation/No-Show fees and Administrative fees (i.e. prior authorizations fees)
• Contact patients when credit card declines
• Process medical records requests.
• Update patient address with forwarding address
• Reconciling Daily Sales batches for previous day activities

Reception, Phone, Email and Social Media

• Responsible for all Reception, Check-in and Cashier processes as needed
• Responsible for checking and responding all email correspondence
• Assist with Administrative tasks as needed.
• Assist in Phone processes as needed
• Monitors social media presence for patient feedback and helps physician owner respond to negative reviews and other posts that could potentially be detrimental to practice reputation.

Maintenance & Cleaning

• Maintain clean, organized and stocked work environment. Clean up after self in kitchen and according to cleaning schedule
• Assign and supervise general cleaning of the office by medical assistants and aestheticians for overall cleaning of the office.

Additional

• Perform any delegated duties as directed by the practice owner
• Attend and actively participate in required meetings for the medical practice
• Keep Physician licenses and certifications current and in good standing.
• Work with delegated third party for any practice related issues
• Maintain and demonstrate knowledge and understanding of all company policies and procedures as they relate to your position.
• Demonstrate adherence to company dress code standards and safe practices standards.
• Uphold strict patient confidentiality by abiding to HIPAA, OSHA, and CLIA regulations and identity theft prevention. Maintain and process MACRA, MIPS and other government mandated yearly reports
• Knowledge and compliance of universal precautions as governed by state, local and federal governments.

Skills Required

• Computer and Technical Skills
• Health Insurance and Revenue Cycle Management: Must have extraordinary understanding and domain of how health insurance works and applies to dermatology specialist office visits and procedures and be able to fully collect entire financial responsibilities for patients utilizing our services based on their selected health care policies.
• Teamwork/Cooperation: Readily shares information, knowledge and personal strengths.
• Leadership and Interpersonal Skills: Works well with others and has good interpersonal skills
• Adaptability/Flexibility: Ability to adapt and learn to stay current with new technologies, processes and regulations and has a keen understanding of the industry and trends.
• Patient Service: Incorporates and demonstrates customer service strategies in dealing with people to achieve the goals of the practice
• Personal Job Competency: Performs responsibilities of position efficiently and effectively

Job Type: Full-time

Pay: Hourly with Conversion to Salary after 90 day period

Benefits:

• 401(k)
• Profit Sharing
• Employee discount
• Health insurance
• Paid time off
• Professional development assistance

Medical Specialty:

• Medical-Surgical
• Surgery

Schedule:

• Monday to Friday

Minimum Education:

• Associate's (Required)

Experience:

• Administrative experience: 1 year (Required)
• Dermatology: 1 year (Preferred)

We are looking forward to hearing from you.

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Job Tags

Hourly pay, Full time, Local area, Monday to Friday,

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