Overview Canyon Ranch inspires your well way of life. Since 1979, Canyon Ranch has been a trailblazer and leader of the integrative wellness lifestyle through immersive, life-changing destinations in Tucson, Arizona and Lenox, Massachusetts, a wellness retreat in Woodside, California and the largest day spa in North America at The Venetian Resort in Las Vegas. Canyon Ranch guests experience lasting transformation through curated pathways that answer their wellness intentions. We deliver personal guidance from world-class experts in health & performance, food & nutrition, spa & beauty, fitness & movement, and mind & spirit that inspire proven, lasting impact on Canyon Ranch members as they pursue their well path. Responsibilities Performs advanced administrative work primarily for the Medical department as well as all Health & Performance departments including: Sports Medicine, Performance Science, Nutrition, Mental Health & Wellness, Spiritual Wellness. With the assistance of the Medical Office Supervisor, troubleshoots problems and non-routine situations by determining the proper action to take through interpretation of protocols, policies, and practices. At the direction of the Medical Office Supervisor and/or Operations Manager, manages the release and storage of medical records on a daily and ongoing basis (both physical and electronic). Ensures correct completion of all consent forms required for each guest and communicates Medicare requirements with the ability to answer questions related to billing and usage of patient Medicare information. Based upon patient needs and/or preferences, recommends and schedules appointments within Health & Performance. Correctly checks in and out all Health & Performance guest appointments, posting payment accurately with required discounts, etc. Completes itemized bill requests as needed. This position reports to the Operations Manager. Medical Records Management: Maintaining strict confidentiality, oversees the records room including but not limited to: ensuring compliance; establishing procedures to ensure proper flow of charts to Medical and related Health and Performance Practitioners; ensures registration, filing, organization and maintenance of medical records and documents (both paper and electronic); provides quality assurance of charts by performing record audits periodically; pulls charts for following day’s services in Health & Performance; coordinates and participates in yearly “purge” of Medical Records. Manages requests for records to insurance companies, guests etc. Maintains proper documentation for records that are sent and received. Scheduling: Coordinates with doctors, nurses, guests, and other Medical departments while scheduling appointments by phone and in person. Implements complex scheduling adjustments to meet changing needs of providers and guests, especially in the event of provider cancellations. Responding to requests via email, phone and in-person guests, appropriately recommends and schedules services in all Health & Performance departments. Assists with maintaining providers’ schedules at the direction of leadership. Administration: Serves as the first impression for most Health & Performance departments both in-person and via phone, greets guests by name and ensures questions are answered and expectations are appropriately set. Checks-in and accurately charges all Health & Performance appointments, ensuring Member and Homeowner discounts are accurately applied and Medicare guests are charged appropriately for laboratory services. Obtains all required paperwork from guests for each appointment, obtains authorization to release health information forms when necessary, explains and manages patient portal account set-up for guests. Actively demonstrates Canyon Ranch service standards and Ethos principles with staff and guests. Participates in meetings as required. Schedule: Wednesday- Saturday from 7:00AM - 5:30PM Qualifications Limited experience required (1-2 years previous experience in same or related field). Minimum : High School diploma or equivalent. Preferred: Bachelor’s degree or equivalent experience. CPR/AED certification required within 90 days of employment First Aid Certification required within 90 days of employment. Knowledge: Knowledgeable in Electronic Health Records systems. Possesses a working knowledge of medical office operations. Demonstrates an understanding of the philosophy of Canyon Ranch and its practical application. Knowledge of office & administrative protocols. Skills: Skilled in Microsoft office applications including Word, Excel, PowerPoint and Outlook. Demonstrated proficiency in English. Demonstrates excellent communication skills both verbal and written. Excellent organizational, judgement, listening and time management skills. #LI-KK1