Medical Office Specialist

Planned Parenthood Great Plains has provided access to sexual and reproductive health care since 1935. The high-quality, expert, and compassionate care we provide is shown through our empathetic and supportive staff members. Past challenges, and those we face today, have served only to solidify PPGP’s commitment to our patients and the community. We continue to reflect on the progress we have made over the last eight decades and look forward to continuing our efforts to secure a world of informed reproductive freedom. Join our dedicated team and “Care. No matter what.”

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The Medical Office Specialist participates in a team approach to patient care which requires effectively communicating with patients from a wide range of backgrounds and ages and supporting their healthcare experience with compassion and excellent care. The Medical Office Specialist is responsible for greeting and checking in patients, verifying the patients' insurance plan and coverage, and other payment sources to aid the patients' understanding of their financial responsibility. Enters data directly into the electronic health record system (EPIC). Prepares deposit slips and runs end-of-day reports for delivery of daily deposit to bank as instructed by the Health Center Manager.

The incumbent will perform medical office specialist duties two days per week and will perform Centralized Operations duties which may include creating good faith estimates, managing medical records, ITOPS (state required document) and other administrative duties as needed.

ESSENTIAL RESPONSIBILITIES

• Front Desk
• Performs front desk functions including answering phones and greeting and checking-in patients.
• Financial Responsibilities: a) Collects health plan authorization, insurance cards with picture ID’s, completes appropriate forms and obtains signatures per PPGP policy; b) Verifies patient’s insurance, determines patient payment responsibility at the time of service and posts all charges and payments received at the time of service to the billing system; c) Enters data accurately for patient visits and fees in EMR/EHR to increase accuracy and efficiency of claims process; d) Prepares deposit slips, runs end-of-day reports for delivery of daily deposit to bank as instructed by the Health Center Manager; e) Adheres to all money handling procedures, collecting co-pays and other patient payments
• General Essential Job Functions
• Maintains technical knowledge by attending educational workshops, reviewing professional publications, and participating in relevant webinars. Understands and complies with Child and Minor Abuse identification and reporting.
• Performs general duties for the Centralized Operations team which may include medical records management, completing good faith estimates, and completing state required ITOPS forms.
• Maintains confidentiality of all agency information, employee nonpublic personal information (NPI) and personal health information (PHI), as well as records directly or indirectly identifying any per­son currently or formerly receiving services from PPGP. Complies with regulations regarding patient rights.
• Adheres to PPGP policies regarding professionalism, minimizing patient wait time in the health center and on the phone, adhering to the system to address patient complaints, and implementing patient satisfaction surveys following each visit.
• Supports and carries out PPGP’s Mission: upholding the standards of high quality sexual and reproductive healthcare; provides education that promotes informed proud and authentic sexuality; influences the culture through advocacy to ensure equality in reproductive and sexual decision making.

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KNOWLEDGE, SKILLS & ABILITIES

• High school graduate or equivalent
• One year experience in a medical office setting
• Familiarity with medical terminology
• Experience using an EHR system, Epic is preferred.
• Demonstrate proficiency with Microsoft Office applications including Word, Excel, PowerPoint, Outlook, and Email.

Competencies

Adapting and Developing

Growth Mindset: People with a growth mindset believe that they can improve their skills and knowledge with effort, which they can apply to improving the organization’s patient care, financial performance and KPIs. They are more likely to see challenges as opportunities to learn and grow.

Feedback: Regularly gives and receives feedback to improve individual, team, and organizational performance in a manner that creates a culture of trust.

Resilience: Capacity to remain flexible in thoughts, feelings, and behaviors when faced with disruptions, or extended periods of pressure, in order to emerge from difficulty stronger, wiser, and more able.

Effective Execution

• Initiative : Takes proactive steps to improve personal, team, and organizational performance within the bounds of policies and procedures without waiting for direction.
• Analyzes Problems and Identifies Solutions: Uses critical thinking to assess challenges, consider diverse perspectives, and develop practical solutions.

Leadership

Coaches and Develops Talent: Shares experience, provides constructive feedback, and encourages reflection to maximize performance and realize potential. Coaches, trains, and guides team members to foster learning and personal growth.

Motivate Others: Conveys a sense of purpose and enthusiasm that engages others and creates an environment where people are inspired to do their best.

Diversity, Equity, and Inclusion : Demonstrates a commitment to equity and inclusion through observable behaviors, setting the example for others, and participating in affiliate initiatives. Engages in personal and professional development on issues related to diversity, equity and inclusion.

Promotes Teamwork

• Lifts People Up: Encourages and empowers colleagues, fostering a positive and collaborative environment.
• Collaborates with Others: Works effectively with others to achieve shared goals through communication, valuing diverse perspectives, and contributing to collective success.
• Fosters Communication: Promotes open, honest communication to ensure clarity, trust, and alignment toward shared goals.

Sets the Example

Personal Accountability: Takes responsibility for actions, decisions, and performance to ensure reliability and support team success. Acknowledges mistakes and takes steps to resolve them. Follows through on commitments to colleagues and patients.

Demonstrates Integrity: Values and attends to rules, policies, and procedures and adheres to formal codes of conduct and informal, yet widely accepted, social standards.