Medical Office Assistant - Bilingual

Department: TPC-Program Support MOA Site.
Operating Unit The Providence Center
Location: Providence, RI
Job ID: 6438
Job Status: Full Time
Shift: Days
End Date:

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Perform a variety of duties to support consumers and to staff in the department.
-Interact with Access/Intake staff to facilitate the preadmission process.

-Enter and confirm all demographic and insurance information.
-Determine and collect deductibles and copay, as appropriate.
-Update patient demographic in computer through blue update as required.

-Submit patient forms to the outside as required.
-Greet visitors and clients. Respond to incoming telephone calls from outside agencies, insurance companies, staff and consumers. Refer to the appropriate staff member, service component or community resource.
-Answer calls in a courteous manner; transfer calls appropriately; ensure messages are initialed and contain correct spelling of names, phone number and brief message regarding the call.
-Answer questions and investigate if answer is not known until resolution.
-Schedule appointments for clinical staff. Enter schedules on computer system, as well as appointments, meetings, assessment slots, etc.
-Check schedule the day before to ensure outstanding balances and prior authorizations are in place for services being performed.

-Verify insurance coverage.

- Process Medication Requests.

- Enter and/or confirm clinician logs.

-Obtain, discharge and locate client charts.

-Respond courteously to consumers; look up client ledger and billing information in AS400 system for appropriate insurance information and/or fees; note any monies received on ledger and petty cash; contact clinician regarding arrival of appointment.
-Ensure up to date knowledge about contracts and the number of allowable visits; advise clinician when authorization for more sessions is needed. Maintain ledgers and keep accurate count on all visits.
-Monitor client terminations, enter in ledger and Intake.
-Call consumers to confirm appointments.

Perform tasks to support the department, such as ordering supplies from various vendors, typing purchase orders, processing work requests, etc.
-Type correspondence, forms, contracts, reports, daily crisis assessment; face-to-face and phone contacts, and other materials as delegated, to include various clinical typing such as case histories, termination reports, etc.
-Type as needed for the staff in the department.
-Ensure typed documents are accurate, in proper format and completed by deadline.
-Copy and fax materials as needed. File charts, notes, etc.
-Complete required reports for the department.
-Open and sort mail.


Check supplies in First Aid Kit and record amount of supplies needed, as assigned.

-Perform check and send list of supplies needed to designated person by the end of the 1st week of the month.

Cover as needed for other staff during staff vacancies, absences, vacations, leave of absences, etc. Work a flexible schedule to include some evenings and travel between locations.

Maintain a comfortable atmosphere in the waiting area ensuring the safety of visitors.

-Ensure area is clean, neat and organized.


Bilingual Medical Office Assistants Only

-Serve as a resource to staff regarding the Hispanic/Latino community.

-Provide education and communicate on community resources and cultural matters.

-Interpret/translate both language and cultural concerns for staff and other community service providers, as appropriate.


Medical Office Assistant Floaters Only

-Perform a variety of duties to support consumers and staff at various program reception desks. Capable of filling in temporarily in support of vacancies, staff vacations, staff sick days, etc. at multiple program desks. Requires program specific knowledge that allows incumbent to perform assigned duties effectively at all main locations.


Maintain cooperative relationships with other employees, consumers and the public.
-Treat consumers and peers with respect.

-Work in cooperation with co-workers and supervisory staff.
-Deal with co-workers regarding problems in a constructive manner.
-Accept and use direction and supervision.
-Benefit from constructive criticism.
-Ensure no complaints received by peers, supervisors and the public.


Attend trainings and conferences, participate on Center committees.
-Provide feedback to staff on the content of educational programs attended.
-Attend mandatory in-service trainings and other trainings required.

-Review other reports as requested.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or

ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

High school diploma with a business background and two years experience with third party reimbursement; or equivalent combination of education and experience. Must possess good typing skills as well as good spelling and grammar. Excellent communication skills required. General computer experience also required.


Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to effectively present information in one-on-one and small group situations to consumers and employees.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The employee frequently is required to stand, walk, sit, and reach with hands and arms. Specific vision abilities required by this job include close vision and the ability to adjust focus.


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.