Serve as assistant to medical staff at JHH Brady urology/medical oncology clinical and research office. Will manage calendars and scheduling related to patient care and clinical research which includes exercising independent judgment in resolution of administrative problems. Provide administrative support for medical matters on behalf of medical staff, as well as general academic/general administrative support. Coordinate activities and provide secretarial support to ensure a smoothly functioning office and good patient relations. Interact with patients, patients' families, referring physicians and third party carriers with regard to patient-related issues. Resolve patient problems or refer patients to appropriate resources. Work with others and serve as a resource in a team environment. Adapt to changes in technology and software to ensure efficient office practice. Assist with clinical trials and research studies as needed. May perform duties of a sensitive and confidential nature.
Specific Duties and Responsibilities
Patient Scheduling Responsibilities: Coordinate scheduling of clinic appointments, procedures, and other ancillary tests/lab tests/procedures and coordinate with other areas to complete scheduling process. Resolve any schedule conflicts. Determine appropriate schedule for clinical appointments based on medical staff schedule. Review clinic schedules, and make adjustment as appropriate. Proactively seek to schedule/reschedule patients (e.g., add urgent appointments or backfill to cover cancellations etc).
Ensure that medical staff gets outside medical records for review in advance of office visit.
Prepare enrollment forms and patient referrals for off-site procedures; also coordinate and schedule off-site procedures.
Administrative Support for Clinical Research: maintain study consents, study administrative database. Triage calls and maintain lists of potential participants for clinical research studies. Prepare study consents for potential participants scheduled for clinic.
Research Support for Clinical Research: Assist with coordinating patient visits, data collection (including obtaining medical records, lab results, diagnostic results, visit notes, data entry, and data clarification), preparation for research patient visits, with the process of consenting research participants, with specimen collection, and with maintaining study documents and records as required by the study protocol(s) and/or other governing guidelines.
Medical Administrative Support: Professionally and efficiently handle incoming requests from patients and ensure that issues are resolved both promptly and thoroughly. Gather patient information, fulfill patient needs, educate patients, where applicable, and document interactions in applicable systems. Refer patients to appropriate resources for information, guidance, or assistance. For example, for patients' billing inquiries refer to JHU Physician Billing Services and/or JHH Patient Financial Services, as appropriate.
Provide administrative support for medical matters on behalf of medical staff. Assists patients, patients' families, referring physicians and third party insurance companies to resolve patient-related issues. Answer in-coming calls from patients and provide information to patients, as appropriate. Routinely check voice mail and return calls to patients promptly. Triage patient calls where appropriate and determine if medical staff response is required. Assure all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
Triage patient's requests for medical records: send as requested or refer to Medical Records department. Process and submit outside imaging for JHH 2nd reads; after 2nd read is complete, retrieve and return CDs to patients if requested. Prepare, submit, and track requests for off-site testing.
Scan patient's outside medical records and upload into their electronic charts in EPIC. Obtain precertification as required by patients' health care insurers or managed care providers. Utilize knowledge of medical staff(s)' practice and requirements of third party payors to provide appropriate documentation to assure authorization/certification for medical services. Assist patients or family members with completion of medical insurance forms. Assist in preparation of forms to complete as requested by the patient such as: Disability, Family Medical Leave, Workers Compensation, Medical Assistance Application, MVA, etc.
Administrative Assistant Responsibilities: Answers telephone, screens callers, relays messages and greets visitors. Prints and mails/faxes records, prescriptions, directions, maps and department-specific information to patients. Prepares routine correspondence using personal computer. File materials in alphanumeric order and locate material from files. Operate personal computer to access e-mail, electronic calendars, and other basic office support software. Use automated records system to access, enter, and edit patient information.
Customer Service and Teamwork Responsibilities: Is courteous and pleasant in person and on the telephone with coworkers, patients, visitors, and supervisors. Utilizes proper telephone etiquette. Warmly greets patients and visitors. Handles and resolves patient complaints non-defensively and without blame to other employees. Seeks to satisfy a dissatisfied customer.
Computer Knowledge Expectations: Operates personal computer to access email, computerized scheduling and documentation databases, and other basic office support software. Successfully completes all required EPIC training courses. Completes all required HIPAA and other specified online training courses. Other duties, for all categories, as assigned.