Admin Care Team Coordinator - Northwest Georgia Oncology Services (Days)

Qualifications

Area of Responsibilities

* Clinical Assistance duties: Working with the Epic this position processes patient consults in an accurate and timely matter. Schedules testing, procedures and referrals. Works in conjunction with Business Office to obtain pre-certification prior authorizations for procedures, outpatient tests, and referrals. Position works closely with the provider and maintains strict confidentiality.

* Teamwork: Works well with others and functions as a team player. Offers ideas and solutions for issues that affect the team and work area. Stocking and ordering of supplies as needed. Maintains patient care areas. Participates in the training and skills development of new front office employees. Assists in other areas of the office as necessary

* Customer Service: Provides customer service functions to include addressing patient, hospital and provider inquiries and complaints from all sources in a timely manner. Initiates necessary corrections to patient accounts and attempts to repair damage done to relationship with patient. This will require interaction with co-workers, physician offices, hospital, insurance carriers, and Administration. Success indicated by problems being resolved by team member requiring little director intervention. Participates in patient satisfaction initiatives. Demonstrates excellent customer service skills Communicates effectively with patients and management regarding service recovery opportunities. Works together with other team members to achieve Office and System customer service goals

* Development: Maintains a current knowledge of clinical operations including medical knowledge. This will be required to understand referrals requested by providers. Develops and maintains a working knowledge of CPT and ICD coding. Participates in continuing education Participates in the development of new programs.

* Ensure that providers are notified using the Epic EMR when a procedure, consultation, or result is complete and documentation is available for review by sending notification to the provider.

* Assists with special projects as needed.

* Position responsibilities can change over time and there can be other duties as assigned.

* Effectively uses the Epic system, phone system and expeditor system to ensure effective patient care and strong customer service.

* Obtains test, x-ray and scan results for physicians in a timely manner. Ensures that charts are complete and prepared for patient visit.

PATIENT CENTERED MEDICAL HOME RELATED DUTIES AND RESPONSIBILITIES*Access to Care: Schedule same day appointments. Seeks assistance from clinical personnel if triaging patients who may need urgent or emergent care. Provide written materials about accessing routine and urgent care appointments outside regular business hours. Asks patients to select a personal clinician and documents accordingly. Coordinates care across multiple settings. Assesses racial and ethnic diversity of its populations. Provides interpretation or bilingual services to meet the language needs of its population. Participates in a structured communication process, i.e. huddles.

• Identify and Manage Patient Population: Collects demographic patient information. Follows up with patients not recently seen by the practice.
• Plan and Manage Care: Conducts pre-visit preparations. Gives the patient family a clinical summary at each relevant visit. Follows up with patients who have not kept important appointments.
• Provide Self-Care Support and Community Resources: Assists with maintaining current resources list for community resources.
• Track and Coordinate Care: Tracks referrals to patients' families. Tracks lab and imaging tests until results are available, flagging and following up on overdue results. Flags abnormal results, bringing them to the attention of the clinician. Gives consultants or specialists the clinical reason for the referral and pertinent information. Tracks the status of the referral and follows up to obtain the report. Consistently obtains patient discharge summaries from the hospital or other facilities.
• Measure and Improve Performance: Participates in improved performance for three preventive care measures. Participates in improving performance for three chronic care measures. Participates in implementing and demonstrating continuous quality improvement.

Compliance Statement

* Employee performs within the prescribed limits of Tanner Health System's Ethics and Compliance program. Is responsible to detect, observe, and report compliance variances to their immediate supervisor, the Compliance Officer, or the Hotline.

Required Knowledge & Skills

Education: High School Diploma or GED

Experience: Two years of related experience. Requires working knowledge of specialized practices, equipment, and procedures.

Licenses and Certifications

* NONE REQUIRED

Supervision

* NONE REQUIRED

Qualifications

* 2 -3 years of front office experience in a physician's office preferred.

* Ability to organize, analyze and prioritize work

* Exhibit exceptional communication skills. The individual must possess strong communication skills, both interpersonal and written in the English language.

* Data entry experience preferred and or strong computer skills. Must complete training and pass electronic medical record competency.

* Working knowledge of CPT and ICD-9 coding required

* Must possess the initiative and drive to take a project from beginning to a successful completion

* Must be comfortable in working in a faced paced, stressful environment.

Definitions

* The Clinical Administrative Assistance functions under the direction of the Physician and the Front Office Manager Coordinator. This position is responsible to the physician at all times. facilitating administrative requests such as provider schedule including administrative meetings. Responsible for routing telephone calls from patient, physicians, or other healthcare providers facilities appropriately. Assists in providing patient information. or directs to appropriate person or resource. Interacts with physicians, patients and staff in a professional manner.

Position Responsibilities

Contact with Others: Requires frequent contact with many persons at different levels inside and outside of the organization to carry out organization policies and programs and obtain willing acceptance, consent, or action.

Effect of Error: Probable errors not easily detected and may adversely affect external as well as internal relationships and may result in major expenditures for equipment, materials, or procedures detrimental to the patient's welfare or the organization's interest. Work is subject to general review only and requires considerable accuracy and responsibility. Continually works with reports, records, plans, and programs of a major functional area of the organization where integrity is required to safeguard the organization's position. Duties may involve the preparation of data on which the administration bases important decisions and are highly confidential.

People Management Responsibilities

Supervisory Responsibility: Occasionally uses assistance of aide or helper in performance of task

Work Environment/Physical Effort

Mental Demands: Semi-routine duties of some variety and difficulty performed under general supervision and following general operating procedures and practices. Work involves some planning to select correct methods and correct for error.

Working Conditions: Minor - Occasionally involved in exposure to dirt, odors, noise, or some work is performed with exposure to temperature/weather extremes/occupational risk and probability of coming into contact with blood borne pathogens, other potentially infectious diseases, or biomedical/bio-hazardous materials.

Working Conditions Aspects for Immunizations

Performs tasks involving contact with blood, blood-contaminated body fluids, other body fluids, or sharps (needles): No

Directly works with Patients less than 12 months of age: No

Physical Effort: Moderate physical effort - Lifts, carries, or handles lightweight (1 to 25 lbs.) materials or equipment for about half of the day. Very occasional physical effort with medium weight objects (25- 60 lbs.). Office or laboratory work requires close visual effort and concentration more than half of day. Works in reaching or strained positions for less than half of day.

Physical Aspects

Bending: Occasional = 1% - 33% of the time

Typing: Frequent = 34% - 66% of the time

Manual Dexterity -- picking, pinching with fingers etc.: Occasional = 1% - 33% of the time

Feeling (Touch) -- determining temperature, texture, by touching: Not required

Hearing: Frequent = 34% - 66% of the time

Reaching -- above shoulder: Occasional = 1% - 33% of the time

Reaching -- below shoulder: Occasional = 1% - 33% of the time

Visual: Frequent = 34% - 66% of the time

Color Vision: Not required

Speaking: Frequent = 34% - 66% of the time

Standing: Occasional = 1% - 33% of the time

Balancing: Occasional = 1% - 33% of the time

Walking: Frequent = 34% - 66% of the time

Crawling: Not required

Running - in response to an emergency: Not required

Lifting up to 25 lbs.: Occasional = 1% - 33% of the time

Lifting 25 to 60 lbs.: Occasional = 1% - 33% of the time

Lifting over 60 lbs.: Not required

Handling -- seizing, holding, grasping: Occasional = 1% - 33% of the time

Carrying: Occasional = 1% - 33% of the time

Climbing: Not required

Kneeling: Not required

Squatting: Not required

Tasting: Not required

Smelling: Not required

Driving -- Utility vehicles such as golf carts, Gators, ATV, riding lawnmowers, skid steer, aerial lift: Not required

Driving -- Class C vehicles: Not required

Driving -- CDL class vehicles: Not required

N95 Respirator usage (PPE): Not required

Hazmat suit usage (PPE): Not required

Pushing/Pulling -- up to 25 lbs.: Occasional = 1% - 33% of the time

Pushing/Pulling -- 25 to 60 lbs.: Not required

Pushing/Pulling -- over 60 lbs. : Not required