Major Responsibilities:

• Customer service and patient interactions.
  • 1)Greets all patients and their families as they enter the department. Answers questions for patient/family members or seeks out appropriate personnel.
  • 2)Makes initial consult, follow up and simulation appointments with patients and families.
  • 3)Assists patients with filling out medical history forms. Obtains "mini-medical" history for RN and physician use.
  • 4)Demonstrates and utilizes AIDET with patient/family members
  • 5)Demonstrates positive interpersonal skills.
  • 6)Keeps the patients and families informed and reassured as they await their appointments.
  • 7)Coordinates and preauthorize imaging scans for patients.
  • 8)Initiates and completes prior authorization if needed for services rendered.
  • 9)Writes letters for physician or department for patient usage.
  • 10)Differentiate registration procedures according to type of visit and/or service
• Records management.
  • 1)Creates electronic charts for patients while maintaining confidentiality.
  • 2)Obtains medical records from other physician offices and facilities for Radiation Oncology use.
  • 3)Obtains outside images and/or records for treatment planning usage.
  • 4)Scans documents into patient electronic chart.
  • 5)Inputing, editing and sending out dications for physicians.
  • 6)Adding, reviewing and completing QCL's.
  • 7)Corrects any patient account or chart discrepancies
  • 8)Obtains patient clinical information from care connection and/or Advocate based systems.
  • 9)Takes new patient intake information from referring physicians.
• Departmental Communications
  • 1)Answers departmental phones as per Advocate policy and procedure. Page appropropriate personel as requested.
  • 2)Takes accurate messages and passes them on in a timely manner.
  • 3)Keeps staff informed within department and update EMR appropriately.
  • 4)Communicates with physician practices.
  • 5)Sorts and distributes mail and mail to referring physicians.
  • 6)Responds to Advocate's electronic communication in a timely manner.
• Computer system utilization and equipment use.
  • 1)Registers patients into Allegra and Mosiaq ensures all information is accurate.
  • 2)Completes registration process; obtaining all necessary forms, documents and cards.
  • 3)Obtains ICD 9 code from physician/chart to enter into computer system.
  • 4)Demonstrates knowledge of office equipment operation. (Telephones, fax, copier, scanner).
  • 5)Quality of data input is maintained.
  • 6)Creates swipe in queing card for each patient.
• Work priorization and organization.
  • 1)Sets and follows priorities effectively in order to meet deadlines (i.e. requested information for appointment, registration, precert etc). Seek appropriate personnel for clinical information requests.
  • 2)Ability to work independently.
  • 3)Demonstrates effective organizational skills.
  • 4)Follows up on pending matters.
• Demonstrates problem-solving ability.
  • 1)Makes appropriate, timely and accurate decisions.
  • 2)Locates and examines necessary resources to solve problems.
  • 3)Identifies routine or daily problems and handles effectively and includes leadership appropriately.
• Ordering
  • 1)Orders office and nutritional supplies as requested.
• Participates in Quality Assurance programs.
  • 1)Attend annual Radiation safety inservice.
  • 2)Participate and give feedback in process improvement.
  • 3)Participate and give suggestions in department meetings.

Education/Experience Required:

• *2 years secretarial experience, healthcare environment preferred. *High school or equivalent *Knowledge of medical terminology preferred

Knowledge, Skills & Abilities Required:

• *Good communication skills *Typing - minimum 30 wpm preferred *Computer literate with multiple database, spreadsheet and software/windows applications (Excel, MSWord, PowerPoint,) *Ability to create spreadsheets and manipulate data
• N/A

Physicial Requirements and Working Conditions:

• *Travel may be required to provide support to assigned committees, etc. *Ability to work in a fast-paced environment with established time constraints
• 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.