Bassett Healthcare Network · 1 month ago
Ambulatory Office Assistant - Phlebotomy Experience Required
Edmeston, NY
Full-time
Onsite
Entry, Mid Level
$17/hr - $25/hr
2+ years expBassett Healthcare Network is dedicated to improving the health of its patients through innovative, patient-centered care. The Ambulatory Office Assistant II serves as the first point of contact for patients, providing administrative and clinical support while ensuring a high-quality patient experience.
Health CareHospital
Responsibilities
Receives and greets every patient in a courteous and friendly manner using a welcoming positive tone, words and actions
Ensures new patients are provided with a Welcome to Bassett Network Packet which includes Advance Directive information
Raises up emergent situations or expressed patient problems directly to Supervisor or Supervising Nurse for assistance as observed by Supervisor and Supervising Nurse
Answers phones within 3 rings using a 3 part greeting (Name of Dept, your name, “How may I help you?”) as observed by Supervisor and as noted in compliance reports
Ends calls by asking patient if there is anything else we can do for them today as observed by Supervisor and as noted in compliance reports
Takes clear, complete and accurate phone messages,(and follows up on these messages to make sure the patients needs are met) or prescription requests using the electronic medical record messaging system as observed by Supervisor and reported by providers and nurses
Available for incoming calls, maintains operator statistics at or above institution standards
Offers patients the opportunity to sign up for MyBassett on the phone
Pro-actively keeps patients informed of any delays in their providers schedules that may impact their time to be seen
Ensures patient preferences for communication are up to date
Takes a lead in service recovery, and acts as a service liaison in the moment
Acts as a trainer for incoming new staff in all reception and call handling functions, and or provides orientation
Obtains all information necessary to complete the outpatient registration process assuring demographic and insurance information is correct and is entered or scanned into the system accurately as monitored by system audit
Accurate confirmation of attending PCP and Billing PCP, when appropriate
Assures correct data capture and data entry (such as MSPQ) necessary for regulatory agencies and compliance requirements is accurate and complete as monitored by systems audits
Maintains required level of knowledge and proficiency in all core functions (demographic and financial screening, insurance eligibility and verification, regulatory and compliance monitoring) of front desk services as measured by system audits
Supports the collection of Advanced Beneficiary Notice signatures and form processing to meet Medicare regulations
Ensures all corrections (demographics, insurance eligibility etc. based on the missing items work queue) are made in the appropriate Bassett system within 24 hours of system notifications, in accordance with standard operating procedure
Answers questions from patients regarding the organization and/or services, and provides directions to the appropriate clinical location as necessary
Offers patients the opportunity to sign up for MyBassett in person
Listens to patient’s request for an appointment, then schedules an outpatient appointment to meet the patient’s needs while following department scheduling guidelines as reported by providers and observed by supervisor
Accurately fills out the Interactive Face Sheet, and confirms the demographic and insurance information of the patient, and updates as necessary
Reminds patients that the collection of their co-pay will be expected at the time of the visit
When scheduling, utilizes all available functions such as Auto Search, Combine Departments, Schedule Scanner, etc. to ensure that the best possible appointment selection is made for business operations and patient satisfaction
Performs edits of daily appointment schedules at the request of their Supervisor
Reviews the electronic Confirm List daily, to confirm appointments with patients 24-72 hours in advance of appointment as noted by patients and observed by Supervisor
Reviews automated reminder list (Televox, Phytel, or similar lists) as necessary in a timely manner as observed by supervisor and compliance reports
Processes electronic or written requests for urgent referrals same day
Processes electronic or written routine referral requests within 24-72 hours
In regards to referrals, ensures complete and accurate information is recorded in accordance with standard operating procedure to support reimbursement and regulatory compliance and patient care
When Appropriate prior authorizations are obtained and documented appropriately within the referral
Work the “Incoming” and “Outgoing” queues in your area according to departmental standards
Follow up with “referred to” providers to ensure that patients kept their appointments and all results have been received in the “referred by” providers office
Displays ownership of the entire patient experience, including but not limited to, scheduling, registration, being aware of the patients lobby experience, and completion of all referral duties
Acts as a subject matter expert in scheduling functions and departmental protocols
Acts as a subject matter expert in registration functions
Obtains prior approval or prior authorization as needed
Communicates referral appointment and appointment instructions to patient
Performs referral coordination including completing Open Referrals and/or referral tracking queue
Alerts Manager or Supervisor of referrals that are unable to be completed due to missing information that could lead to compliance or safety issues
Acts as a subject matter expert in electronic referral queue processes
Acts as a trainer for incoming new staff in all registration, scheduling and referral functions, and or provides orientation as requested by supervisors for new employees
Performs chart review in preparation for providers clinic
Makes best effort to ensure that all necessary reports, lab work or films related to appointment are available for the physician at the time of the appointment using available resources
Language barriers are assessed and authorizations & equipment obtained if necessary
Call and tracks pertinent patient information not received in clinic to ensure arrival prior to patient appointment as measured by supervisory observation
Based on chart review, ensures all necessary equipment and supplies are available for patients visit
Prepares medication refill messages by obtaining all required information per provider and departmental guidelines
Distributes patient literature as necessary
Performs all point of care testing (glucometer, urinalysis, anticoagulation etc) as necessary per department
Runs controls on point of care testing equipment and ensures log books are updated appropriately
Performs EKG’s per departmental protocol
Per protocol, staff member goes into waiting area to greet patient as observed by supervisor and/or peer review, and rooms patient as soon as possible
Patient is identified using 2 identifiers, such as name and date of birth, in accordance with National Patient Safety Goals as observed by supervisor and/or peer review
Documents with accuracy patient work-up information, such as vital signs, intake questions etc, as measured by random audits or supervisory observation, in accordance with Bassett Policy
Utilizes the EMR clinical documentation system in support of patient care duties, such as telephone calls, patient messages etc. as measured by supervisory observation
Supports clinical scribe(s) in accordance with regulatory agency requirements and organizational standards based on review of records
Communicates patient issues/concerns to providers as measured by provider feedback and supervisory observation
Cleans and stocks exam rooms on a daily basis or according to need as measured by supervisory observation
Checks medications and supplies for out-dates according to standards set forth by clinical area
Monitors supply levels to improve inventory control as measured by supervisory observation
Enters charges for supplies and clinical testing
Displays ownership of the entire patient experience, including but not limited to, rooming of patient, collection of vitals, and the abstracting of external records
Meets yearly competency requirements as set forth by departmental leadership
Acts as a liaison with external providers offices when necessary
Ensures all orders have been pended in electronic medical record if necessary
Acts as a Subject Matter Expert in all patient flow related duties
Acts as a trainer for incoming new staff and or provides orientation as requested by supervisors for new employees
Conveys to patient what payment is due based on Insurance Card or Insurance Verification system and request how patient will be paying today, via cash, check or credit card
Receive and receipt all payments with no more than 2 minor errors per quarter as determined by daily cash up verification, and in accordance with finance policy and procedures
Maintain and balance cash drawer daily with no more than 2 minor errors per quarter as determined by daily cash up verification, and in accordance with finance policy and procedures
Accurately prepares daily cash up in cooperation with supervisor with no more than 2 minor errors per quarter as determined by daily cash up verification and in accordance with finance policy and procedures
Performs Petty Cash record-keeping and management in an accurate and timely manner
Date stamps in all incoming patient related information and delivers to appropriate provider or staff person for action on a daily basis as observed by providers, coworkers and Supervisor
Completes all basic patient demographic information on forms, such as Disability and Workers Comp before delivering to nurse or provider to complete
Mails outgoing patient information such as lab letters and completed forms in accordance with Bassett policy
Assists with routing forms to appropriate Bassett department ex. Disability or Workers Compensation offices
Prepares correspondence to patients and/or other entities as directed by providers or supervisors as observed by providers and supervisors
Prepares outside patient health information for scanning per Document Imaging procedures as observed by certified document imaging staff or Supervisor
Completes indexing and scanning of hard-copy patient health information into electronic health record or packages and sent to HIM for scanning per Document Imaging procedures as measured by DI quality audits nd as reported by providers
Sends requests for routine or subpoenaed medical record releases to assigned HIM location for processing (Regional HIM Hub site or Cooperstown HIM Department)
Processes same day requests for Medical Records for patient care continuity as needed
Maintains appropriate inventory of office supplies and required forms for daily operations following established procedures
Establishes and maintains departmental record keeping and filing systems
Classifies, sorts, distributes and/or files correspondence, articles, mail, records and other documents
Opens and/or closes clinic per divisional guidelines as observed by supervisor
Following proper procedures for accessing secure areas such as locked medicine cabinets or dirty/clean utility rooms
Covers at other locations or departments, with orientation, as requested performing like office functions as noted by Supervisor
Ability to adapt to various work-flows, processes and policies to support the operations and patient care throughout the network
Maintains sufficient clinic supplies and required forms for daily operations following established procedures
Patient is identified using 2 identifiers, such as name and date of birth in accordance with National Patient Safety Goals as observed by supervisor and/or peer review
Communicates patient issues/concerns to providers as measured by provider feedback and supervisory observation
Ensures appropriate forms are given to all patients depending on appointment type and or specialty
Assists the patient to navigate through all stages of their visit
Performs monthly or quarterly environmental rounds by following standards set forth by clinical areas
Patient Health Information is accessed to perform job responsibilities and for no other reason
Performs monthly Performance Improvement tracers and audits
Ensures that the daily maintenance on the BCA device is performed and reports to IT or Supervisor any issues
Acts as a lead in ordering supplies through the on-line module
Acts as a lead for checking inventory and ordering clinical supplies
Ensures all downtime forms are accurate and up to date
Acts as a lead in the event of a planned or unexpected system downtime
Acts as a lead for any policy, procedure or technology changes for the entire organization or specific clinical site such as new EPIC modules, or any policy/process changes
Is an active participant in the event of a code
May take minutes at all appropriate meetings and prepares them for distribution to the group
May maintain electronic databases, documents, shares folders etc, as appropriate for department
Assumes responsibility for continuing education by maintaining competency in programs required for daily responsibilities, including clinical information systems, office automation systems and insurance issues
Attends required in-services as requested by supervisor
Identifies need for computer training or refresher courses and attends as necessary
Attends 85-90% of all staff meetings as appropriate, reviewing minutes of any meetings missed with no more than 1 unexcused absence per year as measured by supervisory audit
Maintains job specific knowledge and proficiency (may include insurance, scheduling, charge coding information and creation of open referrals) by attending meetings, training and reading all pertinent training documentation and memos as documented on annual in-service record
Maintains a thorough knowledge and understanding of insurance and local carrier’s medical coverage policies as they relate to the appointment
Maintains job specific knowledge and proficiency (point of care testing, phlebotomy, & departmental competencies or checklists) by attending meetings, training and reading all pertinent training documentation and memos as documented on annual in-service record
Maintains a thorough knowledge and understanding of Bassett policies and procedures as well as regulatory competencies
Required to attend at least 6 educational opportunities per year such as, Continual Survey Readiness, Bassett Institute for Learning, or Patient Access Review Sessions
Prepare a presentation for co-workers at least once annually regarding a training in-service session that you have attended or a relevant work topic that has been researched
Is trained to be a SuperUser in at least one EPIC function (Cadence, Referrals etc)
Shows an interest in the organization by attending Town Hall or other similar meetings or by joining committees
Performs similar or related duties as requested or directed
Qualification
Required
Minimum 2 years relevant work experience
Associates degree or higher may be substituted for this requirement
Computer Skills
Customer Service
Time Management
Multi-Tasking
Communication
Recognize Problems
Medium Work - Exerting up to 50 lbs. for force occasionally, and/or up to 20 lbs. of force frequently, and/or up to 10 lbs. of force constantly to move objects
Occasional balancing, climbing, crouching, grasping, kneeling, lifting, pulling, pushing, reaching, repetitive motion, standing, stooping, visual acuity (color, depth, perception)
Constant typing/ clerical/ dexterity, hearing, seeing/ monitor/ computer use, talking, fit testing
Occasional bodily fluids/ bloodborne exposure, burns, chemical, electrical, explosives, mechanical, radiation/ radiant energy
Occasional extreme temperatures, noise, vibration, wet and/or humid. dust, fumes, gases, mists, odors
Occasional Travel - The job may require travel from time-to-time, but not on a regular basis
Preferred
High School Diploma or GED
Customer service experience
Medical Office Assistant or Medical Assistant
BLS certification within 6 months of date of hire
Benefits
Paid time off, including company holidays, vacation, and sick time
Medical, dental and vision insurance
Life insurance and disability protection
Retirement benefits including an employer match
And more!
Company
Bassett Healthcare Network
Bassett Healthcare Network is a healthcare network providing hospital, primary care, specialty, and home health services. It is a sub-organization of Bassett Healthcare Network Research Institute.
1001-5000 employees
H1B Sponsorship
Bassett Healthcare Network has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (42)
2024 (31)
2023 (45)
2022 (43)
2021 (32)
2020 (49)
Funding
Current Stage
Late StageTotal Funding
$82MKey Investors
Scriven Foundation
2022-08-25Grant· $82M
Leadership Team
Angela Belmont
Senior Vice President Chief Nurse Executive
Brandon Greene
Chief of Pediatrics
Recent News
Central New York Business Journal
2025-10-03
Central New York Business Journal
2025-09-19
Company data provided by crunchbase