Office Assistant

Position: Office Assistant Location: O'Fallon, IL Job Id: 329 # of Openings: 1

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.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Scheduling Duties Utilize the EPIC system to enter and change patient demographics and schedule patient appointments, consultations, laboratory tests, and other appointments. Schedule referral appointments with other physician offices, print and send appropriate records for referrals. Schedule diagnostic tests and other medical tests as ordered by the physician and provide instructions or directions to patients regarding scheduled tests. Create documentation or system entry needed for patient billing and work with the Business Office regarding patient billing procedures and issues. Coordinate with the Pharmacy regarding patients’ chemotherapy orders and patients awaiting treatment using the EPIC system. Patient Chart Preparation Prepare new patient charts as needed. Use scanner and scanning programs to scan in and index patient medical record documents. Maintain the active and inactive patient filing system, including filing incoming reports, dictation, and nurse’s notes; pulling charts for upcoming appointments and filing them when returned; thinning patient charts as needed; reviewing the active filing system periodically; and sending deceased patient charts older than one year to off‑site storage. Obtain lists of expired patients and pull these files for off‑site storage. Process patient medical records release forms, ensuring they are completely filled out, and give them to the ROI Coordinator for final processing. Reception Greet and direct patients and visitors in a professional manner. Provide general information about services available to all patients and visitors. Check DAR frequently and monitor the waiting room to ensure all patients have been accounted for. Give new patient folders to all new patients upon arrival. Identify expressed needs of patients through active listening and awareness and appropriately follow up on those needs, including informing physicians and staff of any noticed patient condition changes. Medical Office Answer telephone calls with professionalism, screen calls as needed, appropriately direct calls, and take accurate messages; all medical related calls should be referred to nursing staff as appropriate. Operate and maintain copier, facsimile, and other office equipment and request maintenance and repair service as needed. Sort and route incoming mail appropriately and place outgoing mail in proper receptacles. Organize and maintain general office supplies and request office supplies as necessary. Prepare, print, and distribute daily oncology schedules and billing/encounter forms. Retrieve and prepare patient charts as requested and as needed for daily oncology schedules; request any missing reports/results as needed. Request patient x‑rays, films, medical charts, and test results from other facilities and prepare and fax x‑ray request forms to appropriate hospitals. Provide support for off‑site oncology specialty clinics, including entering appointments, printing billing/encounter forms, and processing paper charts. Keep written prescriptions for pickup by patients and give them to patients 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. Comply with all applicable safety and health regulations, policies, and procedures. Professional Communication Maintain confidentiality in matters relating to all aspects of employment, including patient, family, and significant other confidentiality. Interact with patients, families, and significant others with a variety of developmental and sociocultural backgrounds. Provide information to patients and families that reduces anxiety and conveys an attitude of acceptance, sensitivity, and caring. Maintain professional relationships and convey relevant information to other members of the health‑care team. Internal contacts include physicians, nursing staff, laboratory staff, pharmacy staff, other office staff, billing representatives, and staff at other CCSI facilities. External contacts include hospitals, x‑ray departments, couriers, laboratories, hospice, floor nurses, other physician offices, and pharmaceutical representatives. Relay information appropriately over telephones, facsimiles, pagers, and other communication devices and follow through as needed. Communicate appropriate information to supervisors, physicians, and/or other members of the health‑care team as needed, and follow through on physician orders and requests. Teamwork Work collaboratively as a health‑care team member. Assist with tasks necessary for the general operation and organization of the medical office. Maintain a positive attitude with patients, family members, and coworkers. Professional Development Attend staff meetings and mandatory training sessions. Participate in continuing education opportunities. Contribute to the quality of patient care and participate in quality improvement initiatives.

OTHER DUTIES

Performs other duties as assigned.

EDUCATION/QUALIFICATIONS

High school graduate or equivalent. Previous experience in a medical office in reception, medical records, or as a medical assistant is preferred. Previous experience with PCs and Windows operating systems is required. Experience with a computerized practice management system is preferred. Must complete EPIC training and successfully pass required tests.

KNOWLEDGE/SKILLS/ABILITIES

Knowledge of basic medical office procedures and equipment. Knowledge of medical terminology, anatomy, physiology, clinical medicine, diagnostic tests, radiology, pathology, pharmacology, and other medical specialties related to oncology. Verbal and written English communication skills for safe and effective patient care and to meet documentation standards. Eye, hand, and auditory coordination. Typing and/or word processing skills. Analytical skills necessary to maintain an alphabetical filing system, including ability to distinguish letters and symbols. Computer skills, especially word processing. Organization and interpersonal skills. Ability to operate office equipment, including telephones, computer terminals, copiers, facsimiles, etc. Ability to perform basic arithmetic functions. Ability to compile and present information in an organized manner. Ability to plan, organize, and prioritize work with time constraints and with little direct supervision. Ability to exercise some judgment on work to be done. Ability to function in a sometimes demanding and fast‑paced work environment related to changing patient needs, including work with patients with acute, chronic, and complex disease processes and those who are dying. Understand and practice patient confidentiality. Positive attitude toward health‑care team members and diverse patient populations.

PHYSICAL REQUIREMENTS OF JOB

Standing, walking, sitting, climbing, carrying, pushing, pulling, lifting, bending, stooping, squatting, crouching, twisting, reaching, handling, kneeling are required. Wrist and digital dexterity are needed. Speaking, hearing, and visual acuity are necessary to receive and interpret instructions, communicate with other health‑care professionals, use telephone system, and operate office equipment and computers. Exert force frequently up to 10 pounds and occasionally up to 20 pounds or more to lift, carry, push, pull, or otherwise move objects, including office supplies, medical charts, and x‑rays. Assist, when needed, with patient lifting, ambulating, and transfer of patients in wheelchairs, on gurneys, and beds. Support persons (possibly 200 pounds or more) in emergency situations. Move quickly from place to place on occasion. Possible driving.

MENTAL DEMANDS

Must be able to work under stress and adapt to changing conditions.

WORKING CONDITIONS

Normal medical office environment. Frequent work interruptions. Job duties involve potential for exposure to blood and body fluids, chemical disinfectants, and limited exposure to chemicals such as cleaning disinfectants and toners for office equipment. #J-18808-Ljbffr Cancer Care Specialists of IL