New Patient and Back Office CSR

5 days ago

Tacloban P, Philippines Virtual Staffing Solutions Full time ₱200,000 - ₱350,000 per year
Description

The Back Office Agent is responsible for the efficient and accurate handling of administrative and data management tasks, with a primary focus on processing incoming faxes and retrieving medical records. This role is crucial for ensuring that confidential documents are sorted, organized, and delivered to the correct departments in a timely manner. The ideal candidate is detail-oriented, organized, and capable of working independently in a fast-paced environment while adhering to strict privacy regulations, such as HIPAA.

Key Responsibilities

Fax Sorting and Document Management:

  • Sort and distribute a high volume of incoming faxes, both electronic and paper-based, to the appropriate personnel or departments.
  • Review faxes to identify their purpose (e.g., medical record request, referral, billing inquiry) and categorize them accordingly.
  • Scan, upload, and index documents into the company's electronic health records (EHR) or case management system.
  • Maintain accurate and up-to-date physical and digital filing systems.

Medical Record Retrieval:

  • Process requests for medical records from various sources, including healthcare providers, insurance companies, and legal professionals.
  • Contact hospitals, clinics, and physicians' offices via phone, fax, email, or online portals to request and follow up on medical records.
  • Ensure all record retrieval requests and responses comply with HIPAA and other privacy regulations.
  • Verify the accuracy and completeness of retrieved documents.
  • Perform data entry to log the status of requests and track documents.

Administrative Support:

  • Handle other back-office administrative tasks as needed, such as managing correspondence and coordinating with other departments.
  • Assist with medical billing and coding by providing necessary documentation.
  • Prepare and generate reports on document flow, retrieval status, and workflow efficiency.
  • Maintain an inventory of office supplies and equipment, including fax machines and scanners.
Skills, Knowledge & Expertise
  • High school diploma or equivalent; an associate's degree in a related field is a plus.
  • Proven experience in a back-office, administrative, or clerical role, preferably within a healthcare or legal setting.
  • Strong organizational skills and meticulous attention to detail.
  • Proficiency in using office equipment (e.g., multi-line phone, fax machine, scanner).
  • Familiarity with electronic health records (EHR) or other document management software.
  • Excellent computer literacy, including proficiency with Microsoft Office Suite (Word, Excel).
  • Strong verbal and written communication skills for effective communication with internal staff and external offices.
  • Ability to work independently, manage multiple priorities, and meet deadlines.
  • A strong understanding of data privacy and security, particularly HIPAA regulations.
  • Discretion and the ability to handle confidential information with integrity.
  • Problem-solving skills and the ability to research and obtain information for incomplete documents.
About Virtual Staffing Solutions

We specialize in delivering innovative solutions and exceptional services to meet the diverse needs of our clients. With a strong commitment to quality and customer satisfaction, we strive to exceed expectations and drive success in every project we undertake.

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