Full Time 40 hours Grade 051 Radiation Oncology SMH Schedule 8 AM-4:30 PM Responsibilities Position Summary: Under the direction of the Director & Clinical Manager is responsible for coordinating the clerical services for the Department of Radiation Oncology at Strong and regional centers Pluta Cancer Center, Myers Cancer Center and Batavia Cancer Center. Serves as direct-line supervisor for a staff of Patient Support Specialists (PSS), and Outpatient Access Specialists (OAS). Assumes responsibility for efficient operations and oversight of clerical operations, integration of staff at the four treatment centers. Regional Administration & Management of Staff: Hire, assign, supervise and provide guidance to clinical clerical staff at all sites. Authorize and approve biweekly payroll. Supervise orientation and compliance with staff in-service requirements. Resolve personnel problems and complete performance evaluations. Develop and establish procedures and schedules to meet operational needs. Represent the Department at clinical meetings, e.g., various COC's, Quality Assurance, and Ambulatory Managers. Identify highly qualified staff using pre-determined criteria based onjob content and organizational values. Develops orientation and training programs for PSS and OAS department specific work, and serves as model for customer behavior and teamwork. Organizes the work schedule and delegates duties to staff according to their level of skill and experience. Communicates clearly with all levels of employees and other customers. Listens to feedback and takes immediate steps to resolve problems. Identifies, clarifies, and researches problems to find the best solution. Serves as liaison between clinical manager and faculty to identify and resolve problems. Represents DRO as liaison with support service areas, e.g., Imaging sciences, Clinical Labs, at main and regional sites Proactively seeks out opportunities to help/teach others. Identifies and clearly expresses ideas, suggestions, and problem solving opportunities. Leads work groups by fostering team spirit and cooperation. Relies on experience and judgment to plan and accomplish assigned tasks and roles. Takes accountability for own work. Provides support to others in fulfilling their work. Conducts clerical staff meetings and foster a collaborative team to improve efficient delivery of quality health care to patients Identifies ways to reduce waste through process improvement in congruence with the Hospital's lean initiative Maintains an in-depth understanding of various institutional appointment systems and department calendars Create, maintain and update masters and daily schedule templates for UR practice physicians including Pluta CC, Myers CC and Batavia CC Demonstrates advance competence of all PSS and OAS roles/responsibilities while modeling ICARE behaviors Supervising record requests follow the University and Federal HIP AA guidelines Takes actions and ownership in solving scheduling problems while exhibiting sound judgement and realistic understanding of the issue/problem: uses patience and understanding when dealing with patients and staff. Staff Development & Accountability Trains others in the use of specialized software used in the functional area. Sets professional goals and expectations for clerical staff, and meet regularly to review progress. Organizes master calendar to balance staffing and workloads; approves time-off requests, sign-off on staff time sheets, monitors and approve overtime. Assigns daily workload and prioritize tasks for clerical staff and reassign staff as necessary to accomplish goals and balance workload. Provides backup support for other staff and provides clinical secretarial, and reception cover during staff vacancies. Maintains confidentiality of information. Demonstrates commitment to the mission of the department and University by modeling honesty and integrity. In conjunction with the Clinical Manager - counsels clerical staff regarding SMH and DRO services and educates clerical staff regarding policies (disaster drills, fire evacuation, etc.); Educates/informs staff of ongoing changes within the system. Management, staff development & accountability of regional OAS and PSS staff. Travel to regional sites as needed Physician Support & Coverage Proficiency at performing all job functions of PSS and OAS staff Maintains personal mastery of advanced skills in computer software for eRecord, Aria scheduling, and treatment software and other University systems. Maintains and manages physician clinical and administrative schedules. Qualifications College Degree (Bachelor's preferred) or equivalent knowledge through work experience; 1 year of relevant administrative experience; prefer 5-7 yearsâ™ experience in a medical practice; previous supervisory experience highly desirable; experience in multiple areas of medical practice setting and provision of direct patient care highly desirable.
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