OFFICE COORDINATOR - RADIATION ONCOLOGY (FT)

DEPARTMENT: Radiation Oncology
REPORTS TO: Cancer Center Director

JOB SUMMARY
The office coordinator will assist in all clerical and secretarial functions of the Cancer Center - Radiation Oncology Clinic. The employee must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served on his or her assigned unit. The individual must demonstrate knowledge of the principles of growth and development over the life span, possess the ability to assess data reflective of the patient’s status, interpret the appropriate information needed to identify each patient’s requirements relative to his or her age-specific needs, and to provide the care needed as described in the unit’s policies and procedures.

The office coordinator serves as the first connection between Cody Regional Health and patients. This role focuses on establishing collaborative relationships with patients and fellow caregivers to deliver the highest level of customer/patient satisfaction. The employee ensures a superior customer experience by identifying and resolving patient needs related to patient intake and care, which may include greeting and checking-in/out patients, as well as verifying information supplied by patients.

JOB REQUIREMENTS
High School Graduate preferred.

EXPERIENCE
Prefer at least one year of customer service experience involving interactions with customers in person and by phone. Billing and collections experience preferred. Medical background and medical terminology knowledge is preferred.

SKILLS

• Must possess a high degree of confidentiality in all matters with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Must have strong interpersonal skills with the ability to communicate with staff and public in a friendly, courteous and helpful manner.
• Must have excellent organizational skills.
• Must be organized and be able to manage competing priorities.
• Well-developed verbal and written communication skills.
• Strong computer and keyboarding skills.
• Must have ability to learn and use Microsoft Office Suite products including Word and Outlook.
• Ability to learn new computer software applications.
• Must have critical thinking skills.
• Detail oriented.
• Professional etiquette, and excellent customer service and telephone communication skills.
• Teamwork orientation.
• Must be able to follow through with delegated tasks and accountability.
• Knowledge of medical terminology.

REQUIRED CERTIFICATIONS
BLS (AHA)

ESSENTIAL FUNCTIONS

• Serve as receptionist, answering phone and receiving clients and visitors. Provides courteous and professional connections with patients over the phone, in person and via secure messaging.
• Direct phone calls/messages to appropriate staff. Document phone calls in EMR.
• Secretarial duties for the Cancer Center-Radiation Oncology.
• Schedule patients as needed for clinic visits and follow ups.
• Complete purchase orders, maintain inventory, and order items from Materials Management.
• Enter maintenance requests, and ensure items are repaired.
• Perform record search for insurance companies, doctors, and complete requests for information.
• Maintain department files.
• Receive and record initial information on prospective patients, admit them in the computer.
• Retrieve mail from hospital, distribute to appropriate staff, and deliver mail to the hospital.
• Maintain hospital and Medical Record ID numbers and medical records on all patients.
• Work effectively with office physicians daily, being flexible, to maximize office efficiency.
• Under general administrative direction, coordinate referrals from physicians and health care facilities.
• Send lab and radiology orders to appropriate departments or facilities.
• Assist in preparing schedules.
• Register patients in EMR on arrival for appointments and treatment. Update all required demographic data on patient and guarantor. Follows procedures when identifying patients.
• Obtains copies of insurance cards, forms of ID, and signatures.
• Verify information on appropriate accounts to determine insurance coordination of benefits and authorization.
• Assists patients in completing necessary forms to meet regulatory and billing needs prior to receiving clinical care. Scans necessary paperwork and educates patient on financial assistance. Proactively requests payments from patients on current and past medical services. Receives and processes those payments following appropriate procedures for handling payments.
• Scans patient health information into EMR as needed.
• Monitor and manage registration and billing work queues in EMR.
• Review all incoming faxes, and distribute to appropriate staff.

SECONDARY FUNCTIONS

• Attend meetings as requested and take notes as needed.
• Serve on committees as requested.
• May be requested to perform other duties and responsibilities for which the individual is qualified.
• Perform general secretarial duties and office work, i.e. answer telephone, screen calls and take messages for the staff and doctors. Make phone calls as necessary and as requested.
• Assist with preparing patient's charts for next day. Coordinate labs, x-ray, EKG's, progress notes, and assure the information is available for the physician.
• Assist by ordering and maintaining adequate level of supplies in all areas as needed.
• Run department errands as necessary.
• Liaison between other departments, and other physician offices.
• Maintain current BLS status.
• Participate in monthly department meetings and in-services.
• Clean area as needed.
• Adhere to standards and policies of safety and infection control in delivery of patient care.
• Ability to protect privacy, confidentiality, and Protected Health Information (PHI) of patients, members, and caregivers
• Other duties as assigned.
• May be requested to perform other duties and responsibilities for which the individual is qualified.