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Clinical Office 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

Under the supervision of the Manager or Supervisor, this role provides essential support to various department leaders. The Clinical Administrative Assistant is tasked with a diverse range of administrative responsibilities that necessitate independent judgment, creativity, and initiative. This position plays a crucial role in the operational functions of the departments, including the upkeep of statistics, data gathering, and analysis. The individual in this role is expected to execute job functions independently while ensuring the confidentiality of sensitive information.

Key Attributes for Success:
  • Meticulous attention to detail
  • Outstanding organizational capabilities
  • Commitment to maintaining confidentiality
  • Collaborative team player
  • Proficiency in multitasking
  • Ability to thrive in a dynamic work 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 process patient medical records, ensuring follow-up on requests
  • Digitally archive all necessary records into the EMR system
  • Support APP and clinical staff in facilitating patient flow within the clinic
  • Direct incoming calls from patients, physicians, and other healthcare entities appropriately
  • Assist with order management in EPIC/BEACON and gather required information for providers
  • Submit and track tissue testing requests to external sources
  • Prepare daily patient schedules for providers
  • Demonstrate proficiency in taking and transcribing dictation and operating office equipment
  • Uphold patient confidentiality at all times
  • Translate and interpret medical orders as necessary
  • Perform additional duties as assigned to support departmental activities
  • Create and maintain spreadsheets for tracking departmental data and supplies
  • Manage various documents and handle confidential matters in accordance with established policies
  • Participate in departmental meetings, committees, and events
  • Compile financial and statistical reports as required
  • Monitor all Clinical Administrative Assistant order transcription and related processes
  • Provide training on administrative duties and medical records requests
  • Coordinate specimen management and referral processes
  • Sort and distribute daily correspondence
  • Execute other assigned responsibilities as needed
Minimum Education Requirements:
High school diploma or equivalent required; Bachelor's degree preferred

Licenses and Certifications:
All certifications must be obtained upon hire unless otherwise specified.

Experience Requirements:
A minimum of 3 years of front office or hospital experience is required; experience as an office coordinator in a physician's office is preferred.

Essential Skills:
Effective communication skills, both verbal and written; strong interpersonal relationship skills; adept at calendar management and organizational coordination; proficiency in computer applications; ability to gather and report information; capability to manage multiple projects and set priorities; ability to establish and maintain effective working relationships; capacity to work under pressure and present information clearly; ability to interpret and apply hospital and departmental policies; problem identification and analytical skills; and a working knowledge of basic medical terminology.