Summary Description

The Audiology Administrative Assistant is responsible for the daily operations of the Total Hearing Care department (e.g., computer/ telephone/greeting and managing patients/checking hearing aid benefits). The Audiology Administrative Assistant is also responsible for interdepartmental activities which may involve other managers from Virginia ENT.

Responsibilities

• In consultation with the audiologists, physicians, and employees, ensures the office, treatment rooms and workstations have the necessary equipment and supplies to perform all work on a reliable basis and coordinates service / preventive maintenance when indicated.
• Registers and checks patients in and out; updates demographic and insurance information to ensure proper billing, balancing, and reconciling payments; completing the application for processing payment via Care Credit and Wells Fargo; checking insurance for potential hearing aid benefits.
• Serves as the primary point-of-contact for working in “on demand” hearing aid candidates to ensure patients are seen on the same day, if possible, and answers general questions regarding hearing aids for patients and their families.
• Performs Administrative Support Duties, such as: sending copies of audios and letters where needed; letters to new Audiology patients; returning phone calls on behalf of audiologists; scanning and indexing documents into EMR.
• Attends all departmental staff meetings.
• Ensures offices have appropriate marketing materials (i.e., hearing aid packets, THC brochures, etc.).
• Verifies equipment such as, otoscopes, otoscope tips, and penlight tips are available in each room; cleans penlight tips and Tympanometry tips; verifies all rooms are clean at the end of the day.
• Sends out hearing aid orders and hearing aids for repairs; tracks orders to ensure that they arrive in a timely manner for the hearing aid fittings; Checks hearing aids when they arrive against the orders and confers with the audiologists if there appear to be any problems; ensures patient plan for pickup.
• As allowed by state law, performs routine cleaning of hearing aids, which may include replacing ear mold tubing, cleaning receivers and microphones of ITE aids, and cleaning corrosion in battery compacts.
• Answers all incoming calls to the audiology department, as well as appropriate scheduling for audiology services (diagnosis testing and hearing aid appointments).
• Prints and mails monthly warranty recall letters to hearing aid database.
• Assists with telephoning and/or mailing targeted patient/non-patient populations as identified by the Director of Audiology and/or the CEO.
• All other duties as assigned.

Qualifications

• Advance computer skills including experience with Practice Management and Electronic Medical Records programs, Word, and Excel.
• Experience in a medical office setting, preferable in an office with audiological services.
• Ability to work as a team player, demonstrating initiative and working effectively under pressure and with numerous interruptions.
• Ability to organize time and prioritize tasks and work effectively with general supervision.
• Ability to assist in promoting and selling hearing aids and assistive listening devices.

Environmental/Working Conditions

• Medical office setting.
• Well-lighted, well-ventilated, adequate space.
• Some exposure to communicable diseases and other conditions common to a medical office setting.

Physical/Mental Demands

• Requires sitting for extensive periods of time.
• Must be able to view a computer screen for an extended period.
• Requires manual dexterity sufficient to operate a keyboard, fax machine, telephone, copier, and such other equipment, as necessary.