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Clinical Support Coordinator

2 months ago

Cartersville, Georgia, United States Wellstar Health Systems Full time
Facility: Wellstar North Georgia Oncology Centers

Position: Clinical Administrative Assistant

Shift: Full-Time Day

Location: Cartersville

The Clinical Administrative Assistant operates under the guidance of the Manager or Supervisor, providing support to various department leaders. This role encompasses a diverse range of administrative responsibilities that necessitate independent judgment, creativity, and initiative. The assistant plays a vital role in the operational functions of the departments, including the maintenance of statistics, data collection, and analysis. Confidentiality is paramount, and the Clinical Administrative Assistant is expected to perform job functions independently while safeguarding sensitive information.

Key Attributes for Success:
- Strong attention to detail
- Excellent organizational capabilities
- Commitment to maintaining confidentiality
- Team-oriented mindset
- Proficient in multitasking
- Ability to thrive in a dynamic environment

Core Responsibilities:
  • Deliver specialized administrative assistance to Physicians, APPs, and clinical personnel.
  • Manage physicians' patient schedules and meetings, ensuring timely reminders for upcoming events.
  • Request and transmit patient medical records, following up as necessary.
  • Digitally archive all essential records into the EMR system.
  • Support APP and clinical staff in maintaining efficient patient flow within the clinic.
  • Direct incoming calls from patients, physicians, or other healthcare entities appropriately.
  • Review and assist with orders in EPIC/BEACON, gathering any required information for providers.
  • Coordinate and follow up on tissue testing with external sources.
  • Prepare the patient schedule for the following day.
  • Exhibit proficiency in taking and transcribing dictation, as well as operating office equipment.
  • Uphold patient confidentiality at all times.
  • Demonstrate the ability to interpret and manage medical orders.
  • Perform additional duties as assigned to support departmental activities.
  • Create and maintain spreadsheets for tracking departmental data, requests, and supplies.
  • Handle various documents and manage confidential matters in accordance with established policies.
  • Participate in departmental meetings, committees, and events.
  • Compile financial and statistical data and reports as required.
  • Monitor all Clinical Administrative Assistant order transcription, reminder screens, and missing diagnostic and pathology reports.
  • Provide training on administrative duties and medical records requests.
  • Coordinate the management of inbound/outbound specimens and referrals.
  • Sort and distribute daily correspondence.
  • Perform other assigned duties as necessary.
Required Minimum Education:
High school diploma or equivalent required; Bachelor's degree preferred.

Required Minimum License(s) and Certification(s):
All certifications must be obtained upon hire unless otherwise specified.

Required Minimum Experience:
At least 3 years of front office and/or hospital experience required; experience as an office coordinator in a physician's office preferred.

Required Minimum Skills:
- Effective communication skills, including telephone, verbal, and written.
- Strong interpersonal relationship skills.
- Proficient in calendar management and organizational coordination.
- Competent in computer applications.
- Skilled in gathering and reporting information.
- Ability to manage multiple projects and prioritize effectively.
- Capacity to establish and maintain effective working relationships.
- Ability to work under pressure and present information clearly.
- Competence in reading, interpreting, and applying hospital and departmental policies.
- Problem identification and analytical skills.
- Knowledge of basic medical terminology.