Office Assistant - PRN

Overview

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:
  Utilizes the EPIC system to enter/change patient demographics, schedule patient appointments, consultations, laboratory tests, and other patient appointments; schedules referral appointments with other physician offices; prints and sends appropriate records to physician offices as appropriate for referrals; schedules diagnostic tests and other medical tests as ordered by the physician; provides instructions/directions to patients regarding scheduled tests; creates documentation or system entry needed for patient billing and works with the Business Office regarding patient billing procedures and issues;
  
  coordinates with the Pharmacy regarding patient chemotherapy orders and patients awaiting treatment.
• Patient Records/Filing Duties:
  Prepares new patient charts; utilizes scanner and scanning programs to scan in and index patient medical records documents; maintains the active and inactive patient filing system, including filing incoming paper reports, dictation, nurse’s notes, etc.; pulls paper charts for upcoming appointments and files charts when returned; thins patient charts as needed; reviews active patient filing system periodically and sends deceased patient charts older than one year to off-site storage;
  
  obtains list of expired patients and pulls these files for off-site storage; processes patient medical records release forms, ensuring they are completely filled out and given to ROI Coordinator for final processing.
• Reception:
  In a professional manner, greets and directs patients and visitors entering the facility; provides general information about services available to all patients and visitors; checks DAR frequently and monitors waiting room to ensure all patients have been accounted for; provides new patient folders to all new patients upon arrival; identifies expressed needs of patients through active listening and awareness and appropriately follows up on those needs, including informing physicians and staff of any noticed patient condition changes.
• Medical Office:
  Answers telephone professionally, screens calls as needed, appropriately directs calls, and takes accurate messages; all medical related calls referred to nursing staff as appropriate; operates and maintains copier, facsimile, and other office equipment and requests maintenance/repair as needed; sorts and routes incoming mail; maintains general office supplies; prepares, prints and distributes daily oncology schedules and billing/encounter forms; retrieves and prepares patient charts for daily oncology schedules;
  
  requests any missing reports/results; requests patient x-rays, films, medical charts, and test results from other facilities; preps and faxes x-ray request forms to appropriate hospitals; provides support for off-site oncology specialty clinics, including entering appointments, printing billing/encounter forms, and processing paper charts; keeps written prescriptions for pickup by patients and gives to patients upon arrival; scans death certificates to patient record as appropriate;
  
  ensures adequate copies of master forms are on hand including office, patient, and consent forms; initiates proper action in response to problems; complies with all applicable safety and health regulations, policies and procedures.
• Professional Communication:
  Maintains confidentiality in matters relating to all aspects of employment; interacts with patients/family/significant others from a variety of developmental and sociocultural backgrounds; provides information to patients and family/significant others that reduces anxiety and conveys acceptance, sensitivity and caring; maintains professional relationships and conveys relevant information to other members of the health care team; relays information appropriately over telephones, facsimiles, pagers, and other communication devices, and follows through as needed;
  
  communicates appropriate information to supervisors, physicians, and/or other members of the healthcare team as needed, and follows through on physician orders and requests.
• Teamwork:
  Works collaboratively as a health care team member; assists with tasks necessary for the general operation and organization of the Medical Office; maintains a positive attitude with patients, family/significant others and coworkers.
• Professional Development:
  Attends staff meetings and mandatory in-services; participates in continuing education opportunities; contributes to the quality of patient care and participates in quality improvement initiatives.

Performs other duties as assigned.

High school graduate or equivalent. Previous experience in a medical office in reception, medical records, or as a medical…