Office Assistant

Cancer Care Specialists of IL – Office Assistant

Pay Range: $18.00/hr – $18.00/hr (actual pay based on skills and experience). Located in Decatur, IL. Estimated annual salary: $35,000.00 – $40,000.00.

SUMMARY: Under limited supervision, the Office Assistant performs a variety of medical office duties, including utilizing the EPIC system to schedule appointments, maintaining the patient filing system, and assisting with reception and other medical office duties as needed.

• Scheduling Duties
  • Utilize the EPIC system to enter or change patient demographics and schedule patient appointments, consultations, laboratory tests and other patient appointments.
  • Schedule referral appointments with other physician offices and send appropriate records.
  • Schedule diagnostic and other medical tests ordered by the physician and provide patients with instructions.
  • Create documentation or system entries needed for patient billing and work with the Business Office on billing procedures and issues.
  • Coordinate with the Pharmacy regarding patients’ chemotherapy orders and awaiting treatment.
• Patient Records & Filing Duties
  • Prepare new patient charts as needed.
  • Scan and index patient medical records using the scanner and scanning programs.
  • Maintain the active and inactive patient filing system, file incoming paper reports, dictation, nurse notes, etc., in medical charts.
  • Pull paper charts for upcoming appointments and file them when returned.
  • Thin patient charts as needed and review the system periodically, sending deceased patient charts older than one year to off‑site storage.
  • Obtain the list of expired patients and pull these files for off‑site storage.
  • Process patient medical records release forms and give them to the ROI Coordinator for final processing.
• Reception
  • Greet patients and visitors professionally and direct them appropriately.
  • Provide general information about available services.
  • Monitor the waiting room to ensure all patients are accounted for and give new patient folders upon arrival.
  • Identify patient needs and follow up, informing physicians and staff of any noticed patient condition changes.
• Medical Office
  • Answer telephone calls with professionalism, screen calls, direct appropriately, and take accurate messages.
  • Operate and maintain copier, fax, and other office equipment; request maintenance as needed.
  • Sort and route incoming mail and place outgoing mail in proper receptacles.
  • Organize and maintain general office supplies; request supplies as necessary.
  • Prepare, print, and distribute daily oncology schedules and billing/encounter forms.
  • Retrieve and prepare patient charts as requested for daily oncology schedules and request missing reports/results when needed.
  • Request x‑rays, films, medical charts, and test results from other facilities and fax request forms to appropriate hospitals.
  • Support off‑site oncology specialty clinics by entering appointments, printing billing/encounter forms, and processing paper charts.
  • Keep written prescriptions for pickup by patients and give them upon arrival.
  • Scan death certificates into patient records as appropriate.
  • Ensure adequate copies of master forms are on hand, including office, patient, and consent forms.
  • Initiate proper action in response to problems and comply with all safety and health regulations, policies, and procedures.
• Professional Communication
  • Maintain confidentiality regarding all aspects of employment.
  • Interact with patients, families, and significant others from diverse backgrounds.
  • Provide information that reduces anxiety and conveys acceptance, sensitivity, and caring.
  • Maintain professional relationships and convey relevant information to the health‑care team.
  • Internally communicate with physicians, nursing staff, laboratory staff, pharmacy staff, other office staff, and billing representatives.
  • Externally communicate with hospitals, x‑ray departments, couriers, laboratories, hospice services, and pharmaceutical representatives.
  • Relay information over telephone, fax, paging, and other communication devices and follow through as needed.
  • Communicate appropriate information to supervisors, physicians, and other team members, following physician…