Care Team Specialist

Location: Fort Wayne Medical Oncology and Hematology Hiring Range: $19.81 - $29.83 Position Summary The Care Team Specialist provides high-quality front & back-office patient care support by managing patient intake, scheduling, medical records, financial transactions and assisting providers with medical procedures in office while ensuring accurate documentation and exceptional customer service. KPA 1 - Patient Care Services & Customer Experience Welcomes patients and visitors by greeting them, in person or on the telephone Responds promptly and courteously to inbound calls; routes calls or documents messages accurately within the EMR Contacts patients regarding missed appointments, document outreach efforts, and reschedules as appropriate. Accurately documents & relays hospital consultations, messages, and urgent information to physicians and designated care team members Maintain physician schedules in alignment with preferences, capacity limits, and clinic policies; proactively resolves scheduling conflicts. Accurately checks in patients according to clinic policy; verifies and identifies Patient I.D. per standards, and documents arrival status and location in the EMR. Verifies, updates, and maintains accurate patient demographic information Ensures collection, documentation, and posting of patient payments and co-payments; issues receipts and ensures immediate notification to Clinical Financial Manager when payment cannot be made at time of service Prepares encounter form to charge patients for services or initials all steps in process in EMR for electronic superbill. Includes thorough documentation of all testing/ treatment rendered to patients. Ensures completion of required patient forms and medical history documentation. Timely rooming of patients while ensuring accurate review of vitals, medication reconciliation, pain level, PHQ9 depression screening as requested by provider and document in the patient’s chart or Onco EMR for provider's review. Completion of blood draws as required adhering to procedures for specimen handling & processing. Assists providers with medical procedures as applicable; send labs specimens to appropriate facility as required. Ensures physicians have critical blood counts available according to guidelines; obtains all pertinent scans & CDs and prepares for physician’s review. Process, file, and distribute faxes, mail, courier deliveries, and electronic documents accurately and timely. Consistently completes all In-box tasks in timely and accurate manner per protocol Maintains adequate inventory of supplies. Place orders with purchasing as needed. Complies with all federal, state, and local regulations related to patient care, privacy billing, safety, and records retention. Adheres to all company policies, procedures, IT standards, and disaster recovery requirements. Performs duties across all Care Team work areas (Check-In, Check-Out, Medical Records, Patient Care) as trained and assigned. Provides coverage for absences, lunches, vacations, and staffing needs as directed Assists with training and onboarding of new staff as directed Maintains organized workspaces, safeguard equipment, and ensure confidentiality of patient and employee information. Support multi-site operations and work at alternate locations as business needs require. Ensures patient care visits with providers are in adherence to all clinical policies, procedures and safety standards. Effectively & professionally handles patient service issues with diplomacy. KPA 2 - Scheduling, Medical Records & Documentation Management Schedules and manages patient appointments including new patients, follow-ups, treatments, referrals, outside testing, and hospital admissions per physician orders. Maintains provider schedules in alignment with preferences, capacity limits, and clinic policies; proactively resolves scheduling conflicts. Schedules outside testing, referrals to other physicians and hospital admissions as ordered by providers and obtaining required authorization when needed/ if applicable. Create, maintain, and update patient charts in the EMR and billing systems for new, follow-up, and hospital consult patients. Assemble and verify new patient and hospital follow-up records; obtain missing documentation from referring providers, facilities, or labs. Respond to medical record requests from patients, providers, and authorized third parties in accordance with policy and HIPAA requirements. Support legal and subpoena‑related chart requests by coordinating with corporate and external vendors as required. Maintain EMR with attention to accuracy, completeness, and proper categorization. Protect patients' rights by maintaining confidentiality of personal and financial information in adherence with HIPAA regulations. Verify patient identifiers prior to filing records & resolve misfiled documentation promptly Assembles and verifies new patient & hospital follow-up records; obtains missing docu #J-18808-Ljbffr aoncology