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Medical Administrative Assistant

Pelham, New York, United States
November 27, 2018

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Winsome D. Smith



NEW YORK MEDICAL COLLEGE, Neurology Associates of Westchester, Hawthorne, NY 10/00 to 10/2017

Medical Secretary

Manage patient relations, insurance authorizations, testing schedules, and medication orders for Co-Chairman of the group (a renowned epilepsy specialist), a Parkinson’s disease specialist, and the Chief of Neuromuscular Medicine and Board Certified physician in migraine medicine.

Prepare patients for physician examinations and provide ongoing education and telephone support. Created patient education guidelines for several of the most common diagnoses, which provide patients with a post-physician visit reference tool.

Manage patient billing. Contact insurance carriers to verify insurance and obtain pre-authorizations for inpatient EEG monitoring, MRIs, and CAT scans. Schedule procedures with Westchester Medical Center.

Review patient charts to verify accuracy of DRGs and adjust codes to optimize reimbursement. Evaluate charts for compliance and attained 97% audit compliance during New York State DOH survey.

Prepare denial appeals, consistently achieving 98% reimbursement approval. Coordinate claims with all major insurance providers, as well as Workers’ Compensation, Medicare, and Medicaid. Guide patients in Medicare/Medicaid enrollment.

Within the first two weeks with the practice, identified $16,000+ in unbilled charges and worked with the Billing Department to recover funds. Maintain a high level of accuracy and attention to detail in patient charting, resulting in improved reimbursement for physicians.

Respond to 100+ telephone calls daily from patients, insurance companies, and medical providers. Interview new patients and obtain case information from referring physicians and nurses.

Provide administrative support, including performing medical transcription, preparing correspondence, and generating reports for Department Chairman and physicians. Provide clinical expertise to secretarial and front desk office staff.

Assumed additional responsibility for scheduling patients for two neurosurgeons, as part of an initiative to consolidate the two departments.

NEW YORK MEDICAL COLLEGE, MRA Physicians Group, Valhalla, NY 7/97 to 10/00

Administrative Assistant

Instrumental in the operations of a highly active gastroenterology practice, consisting of six physicians, two nurses, and five support personnel. Selected to serve as acting office manager with responsibility for supervision, training, and support of office staff. Led office support team to improve productivity and efficiency through improved team cooperation.

Screened and prioritized emergency calls from patients and physicians. Scheduled patient office visits, inpatient and outpatient procedures, and GI consultations for eight fellows and an attending physician. Established an excellent rapport with physicians and patients through consistently providing prompt and professional communications.

Obtained insurance information from patients and updated patient charts. Interacted with insurance carriers on patient pre-certifications. Reviewed patient charts to provide insurers with information regarding physician notes and codes. Instituted an improved system for maintaining patient charts and prioritizing abnormal test results to ensure expedited review by physicians.

Winsome D. Smith

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Managed accounts payable for practice. Reviewed, posted, and issued payments on all accounts payable items. Tracked and compiled data for payroll processing. Prepared weekly billing report summarizing fees collected from co-payments and self-pay patients.

Transcribed physicians’ dictation. Prepared memos, consultation reports, travel expense reports, correspondence, committee meeting minutes, and research study abstracts. Maintained extensive files of articles published by current and former fellows. Purchased and maintained inventory of office supplies and equipment. Communicated with pharmacies regarding patients’ prescriptions.


New York Medical College, Bachelor of Science in Psychology – in progress

Iona College, Bachelor of Business Administration – 2001

Our Lady of Mercy Medical Center, Certificate –1998

Advanced and Basic CPT and ICD-9 Coding, Physician Billing, Medical Terminology

Computer Skills

MS Word, PowerPoint, Paradox, Lotus, WordPerfect

IDX and Medical Manager (medical office management systems)

eClinicalWorks (ECW) Electronic Health Records

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