Clinic/Practice Assistant II

Schedule all new patients to Thoracic Surgery with the correct MD based on referring provider request, patient reason for visit, and soonest availability. Orders and schedules any necessary radiology testing to coordinate with the appointment.

Confirm that patients are informed about directions, parking and the process for their first appointment, including the amount of time required for the appointment.

Answers and triages incoming calls to the New Patient Coordinator phone line promptly and courteously. As the patient's first contact with Thoracic Surgery, plays an integral role in the positive image desired by the Division and the Hospital.

Requests and ensures receipt of all relevant medical records and images for each incoming new patient based on reason for visit. This includes any and all recent radiology images, PCP notes, referring provider notes, office notes from cardiology, gastroenterology, oncology etc as well as any relevant operative and pathology reports.

Ensure all new patient shadow charts are printed prior to appointment date by including all the medical information pertaining to the patient is available for the surgeon from various sources within and outside the hospitals, clinics and MD offices. This will include all necessary radiology films and written reports. Emergency, walk-in, and add-on patients may also be possible requiring a quick turnaround for new patients.

Ensure that pathology slides are requested, received and reviewed for all incoming cancer patients (including New Patient visits and patient transfers from satellite sites)

Scan all appropriate records into the Epic system upon receipt under proper index information to allow others the ability to locate such records in the future. Scan all outside medical records for division of Thoracic Surgery.

Cross trained to schedule at multiple Thoracic locations

Participate in the onboarding and training of new hires.

Participate in Divisional staff meetings and take minutes. Prepare minutes and distribute to staff when requested.

All other duties as assigned by Team Lead and Manager.

Education
High School Diploma or Equivalent required

Can this role accept experience in lieu of a degree?
No

Licenses and Credentials
Certified Medical Administrative Assistant [CMAA] - Data Conversion - Various Issuers preferred

Experience
office experience 2-3 years required

Knowledge, Skills and Abilities
- Proficiency with all Office Suite, Knowledge of office operations and standards and understanding of office procedures including filing, copying, scanning, printing and faxing.
- Ability to use phone system and manage more non-routine phone calls and solve routine issues as appropriate.
- Communicating effectively in writing as appropriate for the needs of the audience and talking to others to convey information effectively.
- Understanding written sentences and paragraphs in work related documents, to correspond and communicate with others clearly and effectively (including composing/editing e-mail, memos and letters), and to take complete and accurate messages.
- Managing one's own time and the time of others.
- Well organized and good time management skills to manage multiple tasks effectively, follow established protocols, and work within systems.