Administrative Assistant
Now Hiring - Administrative Office Assistant
***1 Year Commitment Required, Serious Inquiries only***
Come join our awesome team at Renew Dermatology! 
Job Duties / Description:

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(a)- To answer the phone, make appointments, check patients in and out, collect copay payments, and welcome/greet all patients courteously with complete respect, confidentiality and professionalism. Candidate for this position should be well versed in handling difficult patient phone calls, delivering pathology results to patients in a professional manner, and have the ability to work with people from various walks of life. 

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(b) – Ensure each and every patient or patient guardian/representative completes appropriate paperwork ACCURATELY regarding their past medical and surgical and family and social history/allergies/current medications/etc. with information entered correctly into Electronic Medical Record (EMR) system before the patient is evaluated by our providers.

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(c) – Comply with all state and federal rules and regulations at all times, including but not limited to HIPAA, OSHA, and CLIA. 

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(d) – Promote a professional work environment in which all team members work constructively with each other for the greater good of the office and all who use our facility, use open and honest communication in a respectful manner to resolve any and all conflicts that arise, and refuse to tolerate unprofessional treatment of others in the process of providing Extraordinary and Exemplary service to our patients.

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(e) – Ensure appropriate paperwork generated in the office or sent electronically is appropriately scanned into specific patient files and folders accurately and efficiently.

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(f)—Accurately record transactions on a daily basis using Quickbooks Online Accounting Software and reconcile company books on at minimum once per week, collaborating with bookkeepers to ensure that company financials are accurate each month.

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(g)— Upload and Process incoming patient and insurance payments to Sharefile for processing by the billing department, handling & processing all accounts receivable items on a weekly basis

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(h)—Sterilizing of all surgical instruments in auto-clave as needed followed by sterile packing and preparation of surgical trays for upcoming procedures.

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(i)—Inventory of medical, cosmetic and office supplies to be done on a quarterly basis, with re-ordering done in advance before we run out of the item by the provider Kelly Ballou or the administrative assistant

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(j)— Preparation of daily patient paperwork 2-3 days in advance & creation of paper superbills 2-3 days before patients are scheduled

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(k)-- Keeping track of all passwords and protected information related to Employer as this information is updated and only using safe and secure websites and software as approved by the Employer.

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(l)—Other management and associated duties as may arise from time to time and as may be assigned to the employee including but not limited to: researching patient billing questions, creating systems to help with workflow optimization, communicating with product reps and coordinating meetings with the provider as needed. 

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(m)— See Renew “Ambassador of First Impressions” Responsibilities list attached for more detail on above.

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(n) – Employee will be responsible for being trained on and accurately documenting and/or scribing all interactions and important information that occurs for each patient (whether source of information is Employee themselves, patient, providers, or other staff) consistently and efficiently during each visit, phone call, email, or other correspondence in the Electronic Health Record (EHR). In doing so, Employee acknowledges and agrees that this is a legal document that can be used in any and all legal proceedings that arise out of the Employees documentation in such manner and which Employee may be called upon at any time to legally defend and confirm what he/she documents. 

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(o) – Employee will assist with any and all duties, tasks and procedures he/she has been shown to be qualified to perform per Kelly Ballou, Managing Member, including but not limited to First Assisting with medical, preparing trays for cosmetic and surgical procedures,  using the autoclave to sterilize instruments as needed, and drawing up local anesthetic syringes & Botox syringes in preparation for procedures 

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 (p) - Employee will be responsible for cleaning, maintaining, and stocking the office bathrooms, provider rooms, waiting area, & provider office at least once weekly, with deep cleanings to be done at least once every quarter. 

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(q) – Do all preparatory work and changes to Renew Dermatology office to ensure that the Colorado state recommended laboratory guidelines are being followed, including any and all updates and new guidelines as they become available, and compliance is met for all rules/regulations to ensure passing of the CLIA inspection during 1st visit.

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(r) – Creating various agreements and documents as needed for office and patient needs.

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(s) – Employee agrees and acknowledges that, to perform optimally in the office, studying and learning outside of paid hours in the office will be required and are accepted as part of the training in a new career that Employer is offering and that any hours spent outside the office in the pursuit of further knowledge in Dermatology/medicine/health/wellness are non-paid unless otherwise stated in writing and signed by both Employee and Employer.

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(t) – Using Excel, Word, QuickBooks, SR fax, and the Electronic Health Record software used by the Employer on a daily basis to perform necessary tasks as requested accurately and efficiently including but not limited to: responding to patient medical records requests, requesting records via fax from other offices, submitting applications to organizations for medication approvals such as Dupixent My Way & Taltz Together

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(u) - prepare weekly or biweekly bank deposits & audit & record front desk cash box once per week 

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(v) - prepare lab specimens for send out by UPS to be taken by Provider Kelly Ballou 1-2 times per week depending on volume.

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(w) - Entering in and checking eligibility for patient insurances prior to the patient's appointment time within Tebra Software, this must be done accurately to avoid billing issues or claims being denied. 

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We are seeking an upbeat, professional candidate who is passionate about patient care and all things Dermatology! If this sounds like you, apply using the form below today!

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