Office Assistant Job at Cancer Care Specialists of IL in Decatur

Office Assistant at Cancer Care Specialists of IL

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.

Base pay range

$18.00/hr - $18.00/hr

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 regarding patient 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 sends deceased patient charts older than one year to off-site storage.
  • Obtains list of expired patients and pulls these files for off-site storage.
  • Processes patient medical records release forms, ensuring they are completely filled out and given to ROI Coordinator for final processing.
• Reception
  • Greets and directs patients and visitors in a professional manner.
  • 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.
  • Provides new patient folders to all new patients upon arrival.
  • Identifies expressed needs of patients through active listening and follows up, including informing physicians and staff of any observed patient condition changes.
• Medical Office
  • Answers telephone professionally, screens calls as needed, directs calls, and takes accurate messages. Refer medical-related calls to nursing staff as appropriate.
  • Operates and maintains office equipment and requests maintenance as needed.
  • Sorts and routes mail; handles outgoing mail appropriately.
  • Maintains general office supplies and requests replacements as necessary.
  • Prepares, prints and distributes daily oncology schedules and billing/encounter forms.
  • Retrieves and prepares patient charts for daily oncology schedules and requests missing reports/results as needed.
  • Requests patient x-rays, films, charts, and test results from other facilities; prepares and faxes x-ray request forms as needed.
  • Provides support for off-site oncology clinics, including entering appointments and printing forms.
  • Keeps written prescriptions for pickup and hands to patients upon arrival.
  • Scans death certificates to patient records as appropriate.
  • Maintains copies of master forms (office, patient, and consent forms).
  • Initiates action in response to problems and complies with safety and health regulations, policies and procedures.
• Professional Communication
  • Maintains confidentiality regarding patient and employment information.
  • Interacts with patients and families from diverse backgrounds with courtesy and professionalism.
  • Relays information to patients, families, and healthcare team to reduce anxiety and provide support.
  • Maintains professional relationships and communicates with supervisors, physicians, and other staff as needed.
• Teamwork
• Professional Development
  • Attends staff meetings and mandatory in-services.
  • Participates in continuing education opportunities.
  • Contributes to quality of patient care and participates in quality improvement initiatives.

OTHER DUTIES: Performs other duties as assigned.

EDUCATION/QUALIFICATIONS

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/Skills/Abilities: Knowledge of basic medical office procedures and equipment; medical terminology, anatomy, physiology, clinical medicine, diagnostic tests, radiology, pathology, pharmacology, and related to oncology. Strong verbal and written English communication for patient care and documentation. Eye, hand, and auditory coordination. Typing/word processing; filing; computer skills; organization and interpersonal skills. Ability to operate office equipment. Basic arithmetic. Ability to plan, organize and prioritize work with limited supervision. Ability to handle a fast-paced environment and maintain patient confidentiality. Positive attitude toward healthcare team members and diverse patient populations.

PHYSICAL REQUIREMENTS

Physical Requirements: Standing, walking, sitting, lifting up to 20 pounds, and other movements as needed. Ability to assist with patient lifting and transfers when required. Possible driving.

MENTAL DEMANDS

Mental Demands: Ability to work under stress and adapt to changing conditions.

WORKING CONDITIONS

Working Conditions: Normal medical office environment with potential for interruptions and exposure to blood, body fluids, disinfectants, and office chemicals.

BENEFITS

• Health insurance
• HSA Option
• Dental insurance
• Paid Time Off (PTO)
• Sick Time
• Vision insurance
• 401(K) with match & profit sharing
• Life Insurance
• Short- & Long-Term Disability

ADDITIONAL

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Hospitals and Health Care

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