Clerical Office Assistant - Radiation Oncology Clinic

Major Responsibilities:
A.Initiate and maintain radiation oncology patient record.
1)Analyze patient information and diagnosis to determine patient information needed for physician consultations and follow up visits.


2)Obtain required patient information from medical records and any additional sources.


3)Add new information (e.g. lab and radiology reports, consultations, dictation) to the patient record in a timely manner.


5)Maintain patient demographics and produce departmental statistics at least on a monthly basis and in addition, as needed per request.


4)Interface with physics personnel to assist with retrieving treatment planning information and integrating information into the patient's medical record.


To answer phones and greet patients in the Radiation Oncology department. To perform clerical duties as necessary.
7)Orders and stocks supplies.


8)Sorts and distributes mail. Mails dictation/coorespondence to physicians.


9)Maintains confidentiality of patient and department activities and records.


10)Goes to hospital to pick up mail and other supplies from pharmacy, central, kitchen, etc.


1)Answers department telephone calls, responds to all inquiries in a polite and professional manner, routes calls to approprieate persons and/or takes messages that include all pertinent information.


2)Greets and assists patients and family members upon their arrival in the department.


3)Acts as an advocate for the patient's needs at all times.


4)Coordinates patient's schedule to ensure a smooth flow of patients through the department as well as cooordination procedures with the needs of other ancillary departments or doctors appointments.


5)Presents a consistently pleasant and cooperative demeanor to team members, offering assistance as needed.


6)Provides explanation of delay to patients who are waiting past their scheduled time.


Accurately collects and analyzes all required demographic, insurance/financial, and clinical data necessary to register patients.
9)Identifies and obtains needed authorizations, referrals and service approvals from physicians, insurance companies and/or medical management companies.


7)Accurately generates, assembles and processes all required forms, documents and reports including face sheets, medical record forms, and other special documents. Produces and distributes these on a timely basis to both internal and external parties.


8)Analyzes and records data and processes transactions to ensure that an accurate historical patient data base is maintained for each registration encounter.


10)Reviews and analyzes records of active patients to identify and resolve situations where future care is different than originally identified, including reverification of insurance coverage, decertification of payer requirements, and recalculation of patients liabilities.


2)Using approved identification standards, positively identifies the patient.


3)Collects and records accurate and thorough patient, guarantor, insured and insurance information when registering patients' accounts.


4)Appropriately explains, secures, and witnesses all signatures required to provide medical treatment, assign insurance benefits, release information, establish financial responsibility and meet other internal regulatory, or payer requirements.


5)Completes the Medicare Questionnaire for all Medicare patients.


6)Ensures accounts are in order for timely billing and collection.


1)Recognizes communication obstacles for patients with loss of hearing and/or sight, and those that have trouble in reading, writing and understanding the English language. Responds appropriately to patients' communication needs, secures interpreter or other necessary assistance to ensure comprehension.


Ensure that departmental charges and revenues are obtained. Audit patient records for proper documentation related to coding and revenue cycling.
2)Obtain charges from department team members, therapists, dosimetrists, physicians, and physicists. Enter charges daily.


3)Evaluate charges and determine whether charges are missing, duplicated, or are in conflict with each other.


4)Maintain competency with radiation oncology billing procedures. Remain current with changing reimbursement guidelines.


5)Communicate record deficiencies to appropriate associate and determine that documentation has been completed.


1)Verify accuracy of insurance and billing information.


Assist with patient flow during physician visits.
1)Bring patients to examination rooms. Make sure room is clean and supplies necessary for visit are available.


2)Assist the physician with ordering and scheduling patient for follow up studies. Assist with any insurance requirements.

Education/Experience Required:
High School Diploma or the equivalent. Less than one year experience in a health care related field. Good communication skills. Good telephone etiquette.

Knowledge, Skills & Abilities Required:
Effective organizational and prioritization skills. Possess good communication skills. Possess intermediate math and business writing skills. Knowledge of office equipment. Computer literate. Demonstrate customer service skills.
N/A

Physical Requirements and Working Conditions:
Ability to work in a fast-paced environment with time constraints and emotional and sensitive situations. Required to assist patients into and out of the facility as necessary. Required to assist patients in wheelchairs and carts in the department as well as into the hospital. Required to lift supplies weighing up to 30 pounds.
If position has direct patient care or direct patient contact the following lifting requirement supersedes any previous lifting requirement effective 06/01/2015. Ability to lift up to 35 pounds without assistance. For patient lifts of over 35 pounds, or when patient is unable to assist with the lift, patient handling equipment is expected to be used, with at least one other associate, when available. Unique patient lifting/movement situations will be assessed on a case-by-case basis.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

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