Job Description Summary

Perform a variety of administrative support functions to clinical and ancillary departments; work collaboratively with clinical staff and other departments to maximize efficiency and promote positive interdepartmental relations. Job Specific Standards Track patients with abnormal Pap tests: • Reviews the medical record to determine follow up timeframe. • Verifies the scheduling of appointments for repeat tests or sends reminder letters as indicated. • Updates the Health Maintenance Screen in patients EMR. • Scan and attach certified mail receipts to letter encounter in EMR. Update HEDIS measures as indicated: • Identify required HEDIS information/values in outside correspondence. • Enter HEDIS values and reference ranges into the EMR. • Contact Facility to obtain information needed to complete process. • Update notes in EMR when results have not been obtained by outside facility. Receive and process procedure reports and associated pathology reports; updates Problem List and Health Maintenance; scans and attaches reports per protocol. • Contact Facility to obtain reports, as needed. • Prepare procedures for scanning (removes staples, ensures documents are facing same direction, etc.). • Scan procedures / photos into appropriate folder & review scanned image for quality; rescan if necessary. • Complete “Close the Loop” process for procedure referrals, as needed. Maintain incoming records on new patients in an organized and easily retrievable manner in preparation for the first scheduled appointment. • Distribute records to responsible PCP 3-5 days before scheduled appointment. • Scan/attach “abstract” into the patient’s EMR. • Enter immunizations into EMR. • Process all information pertaining to HEDIS workflows (labs, procedures, paps and mammograms). Research and update Practice Management System to reflect deceased status. • Send staff message via established EPIC Class. • Complete “Close the Loop” process for outstanding referrals. Work closely with the Manager of Provider Support Services to evaluate current processes and implement changes to improve departmental efficiency Interact with clinical staff in each department to ensure support needs are being met. Demonstrate a good understanding of clinical administrative support projects and their impact on SSMC operations Effectively prioritize work and manages time; resolve and/or escalate issues in a timely manner. On an “as needed basis”, assist Clinical Admin Support I and Referrals Completion Coordinator. Have knowledge of and adhere to the SSMC Mission Statement and all SSMC policies and procedures. Abide by and promote all SSMC Service Standards.

Job Description

Qualifications:

Strong customer service and compute skills; ability to meet demanding deadlines and multitask; detail oriented with excellent organizational skills.

Job Description:

Track patients with abnormal pap results.

• Reviews the medical record to determine follow up timeframe.
• Verifies the scheduling of appointments for repeat tests or sends reminder letters as indicated.
• Updates the Health Maintenance Screen in patients EMR.
• Scan and attach certified mail receipts to letter encounter in EMR.

Update HEDIS measures as indicated

• Identify required HEDIS information/values in outside correspondence.
• Enter HEDIS values and reference ranges into the EMR.
• Contact Facility to obtain information needed to complete process.
• Update notes in EMR when results have not been obtained by outside facility.

Receive and process procedure reports and associated pathology reports; updates Problem List and Health Maintenance; scans and attaches reports per protocol.

• Contact Facility to obtain reports, as needed.
• Prepare procedures for scanning (removes staples, ensures documents are facing same direction, etc).
• Scan procedures / photos into appropriate folder & review scanned image for quality; rescan if necessary.
• Index procedure documents into patient EMR.
• Complete ‘Close the Loop’ process for procedure referrals, as needed.

Track positive Cologuard and positive FIT Results.

• Runs report to capture positive results.
• Reviews the medical record to ensure procedure referral has been placed by provider.
• Verifies the scheduling of appointments or sends reminder letters as indicated.
• Scan and attach certified mail receipts to letter encounter in EMR.

Runs a ‘mismatch’ report for colonoscopy procedures.

• Update HM to reflect the correct Recall date

Research and update EMR to reflect deceased status.

• Send Staff message via established EPIC class.

Works independently to complete daily assignments by the end of the shift and long term assignments by established deadline.

• Efficiently manages work schedule to accomplish assignments and activities before deadline.
• Works independently with infrequent need for supervision.
• Informs supervisor when not able to meet deadline.

Embraces technological solutions to work processes and practices.

• Accepts changing environment as technology advances, willing to learn new techniques and equipment.
• Receptive to changes in department work processes and practices.
• Seeks appropriate guidance for new techniques.
• Offers suggestions for change to improve department.
• Participates in continued learning and possess a willingness and ability to learn and utilize new technology and procedures that continue to develop in their role and throughout the organization.
• Embraces technological advances that allow us to communicate information effectively and efficiently based on role.

Staff will work to enhance the patient experience in every interaction.

• Demonstrates professional courtesy in all interactions with patients and coworkers.
• Answers all questions in a polite, professional manner or finds someone who can answer the question.
• Able to handle difficult patients or situations in a calm, professional manner.
• Able to report issues/concerns using the chain of command.

Staff is able to independently manage daily office functions:

• Able to perform multiple work tasks efficiently and effectively.
• Able to maintain a high level of concentration at all times.
• Able to work under pressure and to maintain composure during stressful situations.
• Able to complete tasks according to assigned deadlines.
• Utilizes critical thinking and problem solving in day to day operations as well as in emergent situations.
• Communicates appropriately and effectively following chain of command.
• Demonstrates dependability and flexibility in meeting scheduling needs of the department.