Operations Associate - Part Time

Position Overview:

Healthy Babies, Happy Moms (HBHM) Inc. is seeking a part-time Operations Associate to support the daily operations of our office. This role requires in-office availability Monday through Friday, 8:30 a.m. to 12:30 p.m. Working closely with our full-time Operations Associate, you'll also provide support to our DME Program Manager. The ideal candidate can juggle multiple complex processes at once while maintaining exceptional attention to detail, since accuracy is critical in this role.

Many of the families who visit our office are navigating a challenging time, and you may be the first person they meet. We're looking for someone who brings professionalism and compassion to every interaction, ensuring each guest leaves with a positive experience, whatever brought them through our doors. Because you'll share front office responsibilities with our Full Time Operations Associate, you should also be confident running the front desk independently whenever they're away.

Principal Duties and Responsibilities:

• Responsible for knowing and acting following HBHM’s Code of Conduct
• Opening the office each morning to prepare for patients and visitors, including unlocking the door, turning on lights, shutting off alarm and checking in all patients.
• Welcome all visitors to the office with helpfulness and professionalism
• Escort patients to appropriate exam rooms
• Answer the telephone and take appropriate next steps
• Complete new patient registration and verify insurance
• Schedule office, home visits and telehealth appointments
• Update Salesforce with all pertinent information
• Transmit messages to the appropriate staff member
• Update office Google calendar in tandem with the Athena schedule
• Request referrals from physician office staff
• Upload clinical documents to patient charts
• Assist claims staff as needed
• Cleaning, tracking, and inventory of medical equipment
• Inventory the office for supplies and merchandise and submit order requests as necessary
• Manage DME rental inventory
• Document and spreadsheet generation and maintenance
• Receive mail, and upload receipts and bills to HubDoc
• Photocopy, fax, and file as required
• Maintain work area and overall office according to RIDOH and ACHC standards
• Provide assistance to the DME program manager on an as needed basis
• Demonstrate flexibility to perform other duties wherever volume deems it necessary

Supervision Received:

The Operations Associate will report to the Administrator.

Qualifications & Skills:

REQUIRED:

• Bachelor’s degree, or student working toward a degree, preferably in Health Care Policy or Administration or Medical Billing and Coding Certification
• Vaccinations/Titers - Covid, Influenza, Varicella, MMR, TDAP, TB, HepB
• 1 year of experience as an administrative professional or equivalent education
• Skilled in greeting patients and answering telephones with a strong customer service focus
• Knowledge of grammar, spelling, and punctuation to document patient information, type correspondence and ability to repeat names and numbers back to clients to ensure accuracy
• Knowledge of medical office procedures, terminology, and medical insurance policies, procedures, and requirements
• Able to operate office equipment such as copiers, fax machines, computers and telephones
• Ability to speak clearly and concisely
• Ability to read, understand, and follow oral and written instructions given in English
• Ability to establish and maintain effective working relationships with patients, physician staff, coworkers, supervisor and vendors
• Demonstrated ability to prioritize multiple tasks during high volume of medical office
• Proficiency in Google Suite applications
• Ability to communicate effectively with counterparts to share essential information
• Flexibility and adaptability
• Willingly learn new skills, procedures, and protocols as they are introduced

PREFERRED:

• Fluency in Spanish and/or Portuguese
• Experience with Athena software
• Experience with Salesforce
• Medical office experience

Pay: $21.00 per hour

Expected hours: 20.0 per week

Benefits:

• Paid time off

Application Question(s):

• Are you available to work onsite, Mon-Fri, 8:30am-12:30pm?
• RIDOH requires vaccinations/titers for Healthcare workers - Are you able to provide proof of vaccinations/titers - Covid (within past 12 months), Influenza (within past 12 months), Varicella, MMR, TDAP, TB 9 (within past 12 months), HepB?

Work Location: In person