What are the responsibilities and job description for the Office Specialist position at Southwell, Inc.?
DEPARTMENT: SWA OB GYN
F ACILITY: Southwell Ambulatory OB GYN
WORK TYPE: Part Time With Benefits
S HIFT: Daytime
HOURS:
SUMMARY:
The Office Specialist is responsible for coordinating communications occurring at the clinic. They are responsible for the paperwork involved with transcription of orders and registering patients. They receive supervision from Practice Manager, Office Coordinator, and other clinical staff. They are responsible for keeping up with new and changing insurance matters. They work closely with the Patient Access department to keep up with current guidelines in registration processes. They provide excellent customer service to patients, patient’s families, visitors, physicians, coworkers, and other medical and non-medical personnel.
RESPONSIBILITIES:
* Correctly transcribes physician’s orders into mainframe using appropriate forms.
- Coordinates scheduling, needed follow-ups, and referrals for patients.
- Demonstrates the ability to handle confidential information with discretion for the patient, family, and/or co-worker.
- Assist in answering phone calls including providing assistance to patients, referring physician offices, and others who may call.
- Transfers calls to appropriate personnel and/or takes messages.
- Performs basic clerical duties such as filing, mailing, faxing, and copying.
- Assists in ordering office and medical supplies as requested.
- Receives payments from patients and distributes receipts.
- Keeps abreast of pertinent federal, and state regulations and laws and Tift Regional Health System, Inc. (“TRHS”) policies as they presently exist and as they change or are modified.
- Understands and adheres to: TRHS’ compliance standards as they appear in TRHS’s Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy; and HIPAA and TRHS policies regarding privacy and security of protected health information.
- Demonstrates the ability to perform tasks that meet the age-specific requirements of the persons, patients, vendors, and staff that the employee is charged to interact with as required by the position.
- Offers suggestions on ways to improve operations of department and reduce costs.
- Attends all mandatory education programs.
- Improves self-knowledge through voluntarily attending continuing education/certification classes.
- Maintains required competency levels as identified in written exams, skills checklists, skills labs, annual safety and health requirements as well as service excellence education hours requirements.
- Cross-trains in order to better assist co-workers and to provide maximum efficiency in the department.
- Volunteers/participates on hospital committees, functions, and department projects.
- Manages resources effectively.
- Reports equipment in need of repair in order to extend life of equipment and removes malfunctioning equipment out of service with timely reporting to the appropriate personnel.
- Makes good use of time so as to not create needless overtime.
EDUCATION:
* High School Diploma or Equivalent
- One year of hospital or physician experience preferred. Certified Nursing Assistant certification or Medical Assistant diploma preferred.
OTHER INFORMATION:
One year of hospital or physician experience preferred. Certified Nursing Assistant certification or Medical Assistant diploma preferred.
Southwell/Tift Regional Health System, Inc. is an Equal Opportunity Employer.