Medical Assistant Scheduling Coordinator

Tennessee Oncology, one of the nation's largest, community-based cancer care specialists, is home to one of the leading clinical trial networks in the country. Established 1976 in Nashville, Tennessee Oncology's mission remains unchanged: To provide access to high-quality cancer care and the expertise of clinical research for all patients, at convenient locations within their community and close to their home. Our growing network of physicians and locations is based on this mission. Tennessee Oncology is committed to advancing both the science of detection and targeted treatments, and to making these advances available to every patient. We believe caring for cancer patients is a privilege.

Why Join Us? We are looking for talented and highly-motivated individuals who demonstrate a natural desire to support the meaningful work of community oncologists and the patients we serve.

Job Description:

The Medical Assistant Scheduling Coordinator provides medical office support including check-out and medical records functions. Assists with the reception of patients within the office and by telephone. Obtains patient insurance and demographic information, schedules new and return appointments including treatments, surgeries or tests, pre-certifies any test or admission as required by insurance, monitors and distributes inbound and outbound documentation whether electronic or paper format.

ESSENTIAL FUNCTIONS:

• Answers the telephones and greets patients in a courteous, efficient manner. Routes messages to appropriate discipline.
• Conducts patient check-out process. Obtains pre-patient registration, demographic and insurance information and enters appropriately into Patient Management System (PM) or Electronic Health Record (EHR).
• Registers new patients in Patient Management System (PM), ensuring all information is complete prior to scheduling.
• Schedules patient appointments, surgeries, tests, and admissions.
• Completes all tasks related to surgery scheduling and coordination of provider OR time and location.
• Assists with telephone triage by screening incoming calls/voicemails, returns phone calls at the direction of the provider and under the supervision of a LPN/RN adhering to authorized/approved protocols/decision making trees/algorithms.
• Completes all tasks related to surgery scheduling and coordination of provider OR time and location.
• Performs tasks related to Governmental, Insurance and Quality Initiative Programs:
  • Ensures communication is distributed to patients regarding program details
  • Generates and distributes to patients a Clinical Summary from Electronic Health Record (EHR)
  • Manages inbound and outbound Transitions of Care
  • Communicates information regarding Patient Portal and assists with registration process
  • Monitors Direct Messaging in Electronic Health Record (EHR)
• Completes pre-certification process for all diagnostic tests, procedures and admissions as required by insurance, utilizing online insurance company portals when applicable.
• Verifies accuracy of or works collaboratively with patient services staff to schedule appointments and/or arrange referrals at the direction of a provider or under the supervision of an LPN/RN
• Prepares the Electronic Health Record (EHR) for review by Clinical Staff.
• Obtains or assists with obtaining necessary records prior to patient's appointment.
• Monitors and routes inbound and outbound faxes.
• Electronically scans appropriate patient related records into the Electronic Health Record (EHR).
• Distributes outbound correspondence or copies of records as necessary.
• Completes process for Request for Medical Records.
• Demonstrates excellent customer service. Responds promptly to patient, physician and clinical requests.
• Communicates to other staff members using Instant Messaging System.
• Informs direct supervisor of clinic needs and concerns relate to the work environment.

OTHER DUTIES AS ASSIGNED MAY INCLUDE:

• Measures patient height / weight and vital signs. Screens for and documents pain, distress, clinical depression scores.
• Completes "rooming" process including escorting patient to exam room
• Reviews medication lists and preferred pharmacy information with patient and enters/ updates in Electronic Medical Record (EMR) at each encounter
• Reviews patient allergies and updates in EMR at each encounter
• Reviews health histories and other assigned historical information with patients since last visit and updates in EMR at each encounter.
• Completes all assigned /required screening questionnaires and records data in EMR
• Prepares patients for examination and or treatment assuring rooms/chairs are turned over in a manner that promotes efficient wor flow
• Reviews need for prescriptions /refills at each encounter. Manages prescription refill extension requests per Tennessee Oncology (TO) policy, procedure, standards. Calls in prescriptions/ refills according to TO policies, at the direction of the provider or under the supervision of an LPN/RN,
• Calls patients with lab results and any appropriate instructions, at the direction of the provider and under the supervision of an LPN/RN
• Assists with provider performed procedures/exams/acts as a chaperone (i.e. bone marrow biopsies, skin biopsies, etc.)
• Assists with nursing evaluation visits under the supervision of an LPN/RN and within the scope of practice of a Medical Assistant
• Prepares and administers approved ID, SQ, IM and or PO medications as ordered by providers and according to TO practice standards and or policies.
• Accesses and flushes implanted ports, after competency validation, under the supervision of an LPN/RN
• Collects laboratory specimens
• Performs simple dressing changes under the supervision of an LPN/RN
• Assists with patient education as outlined /approved by the provider or under the supervision of an LPN/RN
• Stocks exam rooms and/or infusion room to meet daily needs.
• Prepares and maintains supplies and equipment for clinic
• Informs direct supervisor of clinic needs and concerns related to the work environment.
• Participates on committees as it is requested of him/her.
• Attends all mandatory in services and meetings.
• Completes all required/assigned training, continuing education, competency validations on time
• Adheres to TO policies, procedures, standards.
• Performs additional duties as assigned by supervisor/ nursing leadership.

KNOWLEDGE, SKILLS & ABILITIES:

• Proven ability to multi-task in fast paced environment is essential..
• Strong organizational skills and attention to detail.
• Knowledge of OSHA requirements for safe handling of blood and body fluids.
• Skill in computer applications.
• Skill in verbal and written communication.
• Skill in gathering and reporting information.
• Exceptional Skill in customer service, i.e. answering phone, greeting patients.
• Ability to work effectively with staff, and other internal and external sponsor and agencies.
• Demonstrates a positive, respectful, empathetic attitude at all times.

EDUCATION & EXPERIENCE:

• High school graduate or equivalent with GED.
• Graduate of Medical Assistant Training Program
• Previous Medical Office experience preferred.
• TO approved Medical Assistant Certification strongly preferred
• 6 months experience in a health-care related field or CMA/CCMA certification
• Current TO approved BLS provider card required within 3 months of hire
• Strong computer skills including Windows file management and MS Office, and e-mail experience.
• Electronic Medical Records experience preferred.

PHYSICAL REQUIREMENTS:

OSHA Risk Category 1

Job Title:

Physical Activity Required

Amount of time

None

Less than 1/3
(Occasionally)

1/3 to 2/3
(Frequently)

More than 2/3
(Regularly)

Standing

 x

Walking

 x

Sitting

 x

Fingering or manual dexterity

 x

Repetitive finger motion

x 

Lifting or exerting force

    Up to 10 pounds

    Up to 25 pounds

    Up to 50 pounds

 x

    Up to 100 pounds

    Over 100 pounds

Reaching or stretching

x 

Climbing or balancing

x 

Crouching or stooping

 x

Speaking

 x

Hearing

 x

Seeing (with correction)

 x

Must be willing and able to travel to assigned Tennessee Oncology clinics and other patient care settings as needed