Job Description

This position is responsible for providing clerical and administrative support to the ENT and Audiology Departments.  This includes the scheduling of appointments and diagnostics tests, communicating with internal and external customers, preparing charts for appointments, and managing phone calls and the rescheduling of patients. This position is expected to support the mission, goals and objectives of the clinic.

Required Qualifications:

• High School diploma/equivalent.
• Excellent verbal and written communication skills.
• Demonstrated ability to multitask.
• Advanced organizational skills.
• Proven ability to manage multiple priorities daily.
• Keyboarding skills
• Knowledge in Microsoft Word, Excel, Power Point and Outlook 
• Experience using Internet

Preferred Qualifications:

• Associates Degree (AA) in secretarial services, office support or business preferred 
• Minimum of two years medical office experience preferred
• Experience with electronic billing, medical record and data base software preferred

Accountabilities:

ENT/Audiology Program Support

1.Phones and Scheduling

1. Answers incoming department/program phone lines in a timely and courteous manner.
2. Schedules appointments for services provided by the ENT/Audiology clinic including diagnostic testing.
3. Responds and forwards calls as appropriate.
4. Manage department work-queue and call patients to schedule appointments
5. Reschedule patients for ENT/Audiology when provider schedule changes

2. Patient/Client Relations

1. Responds to inquiries from current clients;
2. Provides timely and accurate follow up to all inquiries;
3. Creates and maintains client mailing lists;
4. Assists with marketing initiatives including copying and mailings;
5. Obtains referrals from primary physicians through EMR. Obtains referrals from outside organizations and forwards to HIM department;
6. Completes charge tickets for hearing aids, post payments in EMR, and fills out receipts;
7. Track and file newborn hearing screens;
8. Pre-visit planning to include preparation for upcoming week’s hearing aid consults, complete business office forms, and request insurance coverage information for hearing aids;
9. Track incoming communication from Business Office regarding hearing aid benefits, and print and file in chart.

3. Provider Schedules

1. Maintains the walk-in clinic schedule and coordinates provider/nurse schedules;
2. Manages PTO requests and ensures that templates are adjusted appropriately;
3. Completes weekly staffing update and sends to staff.

General Clerical Duties

1. Attends clinic meetings, and as requested, documents minutes; types and distributes meeting minutes within appropriate timeframe.
2. Maintains up to date filing system for correspondence, records, and reports.
3. Types correspondence, reports, and other requested materials.
4. Prepares meeting agendas and materials for meetings as requested. 
5. Documents messages accurately and completely and delivers messages to appropriate person in a timely manner.
6. Receives and assists all visitors in a professional manner and refers them to appropriate individuals.
7. Maintains department specific files. 

At HealthPartners we believe in the power of good – good deeds and good people working together. As part of our team, you’ll find an inclusive environment that encourages new ways of thinking, celebrates differences, and recognizes hard work.

We’re a nonprofit, integrated health care organization, providing health insurance in six states and high-quality care at more than 90 locations, including hospitals and clinics in Minnesota and Wisconsin. We bring together research and education through HealthPartners Institute, training medical professionals across the region and conducting innovative research that improve lives around the world.

At HealthPartners, everyone is welcome, included and valued. We’re working together to increase diversity and inclusion in our workplace, advance health equity in care and coverage, and partner with the community as advocates for change.

Benefits Designed to Support Your Total Health
As a HealthPartners colleague, we’re committed to nurturing your diverse talents, valuing your dedication, and supporting your work-life balance. We offer a comprehensive range of benefits to support every aspect of your life, including health, time off, retirement planning, and continuous learning opportunities. Our goal is to help you thrive physically, mentally, emotionally, and financially, so you can continue delivering exceptional care.

Join us in our mission to improve the health and well-being of our patients, members, and communities.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant because of race, color, sex, age, national origin, religion, sexual orientation, gender identify, status as a veteran and basis of disability or any other federal, state or local protected class.