Office Assistant

Office Assistant

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
  • 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.
  • Utilizes the EPIC system to coordinate with the Pharmacy in regards to patient's chemotherapy orders and patients awaiting treatment.
• Patient Records/Filing Duties
  • Prepares new patient charts as needed.
  • Utilizes scanner and scanning programs to scan in and index patient medical records documents.
  • Maintains the active and inactive patient filing system, including:
    • Files incoming paper reports, dictation, nurse's notes, etc., in medical charts.
    • Pulls paper charts for upcoming appointments and files charts when returned.
    • Thins patient charts as needed, including sorting records and maintaining multiple charts on the patient.
    • Reviews active patient filing system periodically and send deceased patient charts older than one year to off-site storage.
  • Obtains list of expired patients and pulls these files for off-site storage.
  • Process patient medical records release forms, ensuring they are completely filled out and give to ROI Coordinator for final processing.
• Reception
  • In a professional manner, greets and directs patients and visitors that enter 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.
  • Gives new patient folder 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 with professionalism, screens telephone calls as needed, appropriately directs calls, and takes accurate messages. All medical related calls should be referred to nursing staff as appropriate.
  • Operates and maintains copier, facsimile, and other office equipment and requests maintenance and repair service as needed.
  • Sorts and routes incoming mail as appropriate. Places outgoing mail in proper receptacles.
  • Organizes and maintains general office supplies. Requests office supplies as necessary.
  • Prepares, prints and distributes daily oncology schedules and billing/encounter forms.
  • Retrieves and prepares patient charts as requested and as needed for daily oncology schedules. Requests any missing reports/results as needed.
  • Requests patient x-rays, films, medical charts, and test results from other facilities. Prepares 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.
  • Scan 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, including patient/family/significant other confidentiality.
  • Interacts with patients/family/significant others with a variety of developmental and sociocultural backgrounds.
  • Provides information to patients and family/significant others that reduces anxiety and conveys an attitude of acceptance, sensitivity and caring.
  • Maintains professional relationships and conveys relevant information to other members of the health care team.
    • Internal Contacts: Physicians, nursing staff, laboratory staff, pharmacy staff, other office staff, billing representatives, etc., and staff at other CCSI facilities.
    • External Contacts: Hospitals, x-ray departments, couriers, laboratories, hospice, floor nurses, other physician offices, pharmaceutical representatives, etc.
  • 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 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.

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 system is required. Experience with a computerized practice management system preferred. Must take 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 medical/radiation/urological oncology. Verbal and written English communication skills for safe and effective patient care and to meet documentation standards. Eye, hand, and auditory coordination. Skills in typing and/or word processing; analytical skills necessary to maintain 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 meeting 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. Understands and practices patient confidentiality. A positive attitude towards 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, and wrist and digital dexterity. Speaking, hearing, and visual acuity to receive and interpret instructions; communicate with other health care professionals; use telephone system; and operate office equipment and computers. Exerting 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, x-rays, etc. Able to assist, when needed, with patient lifting, ambulating, and transfer of patients in wheelchairs, on gurneys and beds. Able to support persons (possibly 200 pounds or more) in emergency situations. Able to move quickly from place to place on occasion. Possible driving.

Mental Demands

Must be able to work