PRIMARY DUTIES AND RESPONSIBILITIES

1. Performs various types of clerical and receptionist functions, including preparing copies, typing letters, memos, and other documents, and compiling and/or preparing reports; may also be responsible for recording meeting minutes.
2. Receives and screens calls and visitors, responding to routine inquiries with standardized information.
3. Opens and routes incoming mail.  Coordinates and prepares mail‑outs which involves maintaining/updating distribution lists.
4. Schedules patient appointments, arranges interpretation services, if needed, schedules staff meetings, and maintains personal calendars for management personnel, which may involve some limited coordination of facilities, meals, etc. 
5. Responsible for inventorying and ordering office supplies equipment and for coordinating equipment repair/maintenance.
6. Maintains accurate department files, logs, and records to include admission and census data, invoices, check requests, and time and attendance and payroll information 
7. May perform departmental admissions, charging, crediting, and other related functions, which involve preparing/processing paperwork and data entry.
8. Compiles reports/lists and statistical data.  Assignments may involve simple calculations and information that is readily available.
9. May assist patients with forms and applications.  Reviews for completeness and makes corrections of a routine nature.
10. Practices proper safety techniques in accordance with hospital and departmental policies and procedures. Immediately reports any mechanical or electrical equipment malfunctions, unsafe conditions, or employee/patient/visitor injury/accident to administrator, coordinator or supervisor.
11. Promotes the continuous quality improvement process in all daily service issues and problem solving opportunities both department specific and hospital wide.
12. Maintain confidentiality with client records and sensitive issues or documents.
13. Communicates regularly with departmental staff and management on a daily basis.

In addition to the responsibilities listed above, this job will be required to perform the following duties as assigned for:

DEPARTMENT SPECIFIC DUTIES & RESPONSIBILITIES

CANCER CENTER-RADIATON ONCOLGY

 

• Registers patients utilizing Star Clinicals; utilizes Mosaiq/Aria to queue patients and complete appointments, and obtain insurance authorization prior to treatment.

2. Reviews schedule for next day appointments and calls patients for reminder.
3. Maintains office supplies, waiting room supplies, and departmental forms and restocks as needed.
4. Prepares all required documents for submission to respective billing offices for physicians
5. Ensures all end-of-treatment charts are audited by respective disciplines; properly labels and transfers records to permanent chart, and forwards designated documents to HIS for scanning
6. Files miscellaneous documents upon request
7. Screen all incoming calls and give accurate information and distribute phone messages in timely manner.
8. Obtain patient medical record from referring physician and ancillary department in preparation for patient initial consultation and follow-up appointments with physician.
9. Uses principles of the NSH Service Excellence Program when interacting with all customers, in person or by phone, treating all persons with dignity, respect and privacy.
10. Review Hospital physician’s dictation to ensure accuracy prior to physician approval.
11. Prepare charts with appropriate forms for new patient consultation.

CARE COORDINATION

1. Screens face to face visitors and assists with coordination of visitor and vendor visits with site supervisors and managers.
2. Maintains office supplies for department and staff.
3. Screens all incoming calls that may include patient, internal department, hospital staff, or insurance company calls. Forwards or enters messages as applicable in Cerner or sends secure email.
4. Utilizes medical terminology and insurance knowledge for communication of incoming efaxes for authorizations, denials or requests. Processes this information in to the Care Coordination Cerner message center.
5. Coordinates meetings, meeting rooms and assists managers with various tasks as needed.
6. Maintains productivity metrics ensuring e-fax and email correspondence is uploaded timely and accurately.
7. Utilizes several computer systems for documentation and processing of correspondence including hospital approvals, denials, appeal responses from insurance companies or government entities.
8. Opens and routes mail to appropriate internal or external departments or staff.
9. Maintains staff distribution lists and assists with new hire onboarding tasks as requested.
10. Maintains and assists with the development of basic spreadsheets or downloads reports for department needs as requested.
11. Covers for Clinical Support Liaisons as needed.

RADIOLOGY WOMEN’S IMAGING

1. Maintains FDA and ACR standards as required for notification and tracking of results to patients, outcome tracking, and various reports.
2. Receives and processes breast related radiology reports and history forms on patients for all NSH imaging locations for entry into MRS system. Consults with radiologist when ACR code or recommendation on report needs clarification.
3. Utilizes established protocols to accurately enter all patients into MRS system for generating appropriate result letter, recall letter and data for outcome tracking on patients and staff.
4. Researches discrepancies and reconciles errors. Notification to patient is required to be accurate and within specified time frames.
5. Utilizes several computer systems to obtain data, compile results, cross-reference and generate desired letters and reports.
6. Maintains and updates unresolved problem case list, certified letters, pathology results and all other requirements accurately for outcome tracking and patient notification according to applicable standards.

PATIENT ACCESS / ADMISSIONS:

1. Breakdown all registrations completed in the appropriate Patient Access areas, by patient type, and record breakdown on the Daily Activity Report Worksheet. Calculate report and distribute Wait Time Reports and Matrix Sheets from the previously completed day (s) for the appropriate Patient Access areas.

2.     Record the House Census daily, as reported from Patient Care.  Distribute a summary of the House Census each week to the Patient Access Manager.  Record and report all “unlinked” surgery accounts, as indicated by the Patient Access registration cards.

3.     Calculate, compose, and distribute the Patient Access Central & Ancillary Admissions report each week.  Calculate, compose and distribute the Inpatient Productivity Report and the Outpatient Productivity Report each month.

4.     Assist at front reception desk, and/or acts as a patient registration representative as needed to keep optimal service levels in the department.  Answers inbound phone calls to the department and to the manager as requested.

5.     Assist the Patient Access Manager and Supervisors in the organization of data for staff job performance evaluations.  Maintains all Patient Access productivity files and STAR Batch Reports (30-day rotation) and Census data (one-year rotation).

SURGICAL SERVICES-EDUCATION/QUALITY

1. Maintains education and Perioperative Beginnings classroom calendar.
2. Maintains competency records.
3. Coordinates performance evaluation process.
4. Maintains employee files.

LACTATION CENTER

1. Pump inventory management.
2. Pump invoicing and record keeping.
3. Inpatient and outpatient charge entries into Star and outpatient series account management.
4. Patient and staff supplies – inventory management, restocking and ordering.
5. Direct customer service related to billing issues.
6. Lead for Lactation Technicians: supervise activity of accounts receivable and billing.
7. Compilation of monthly productivity reports.

TRAINING & DEVELOPMENT

1. Utilize Net Learning to; record registration, close out classes, record the annual calendar and class attendance. Records meeting and classroom requests in Net learning and Outlook. 
2. Scans employee badges into Net Learning and downloads badge information.
3. Orders course booklets/supplies for all classes.
4. Update and distributes NSU catalogue quarterly
5. Manages the Educational Resource e-mail
6. Processes invoices, check requests, special purchase requisitions, makes deposits to accounting.  Records and files to appropriate sub accounts.

 

PATIENT ACCESS IEGRATION

1. Reviews duplicate medical records report to determine validity of information.
2. Accurately reviews the patient record in Star, ACC Reg Overlay, GCS Nextgen, and HPF to critically determine what next steps are needed
3. Resolves duplicate medical records following the attached documented process.
4. Communicates updates to the appropriate parties at Atlanta Cancer Care, Georgia Cancer Specialists, I.S. and internal leadership.
5. Updates the patient information in ACC Reg Overlay and in the designated Update tool used for the Nextgen/Star integration
6. Work with multiple Excel spreadsheets open

 

INTERPRETATION SERVICES DEPARTMENT

 

1. Maintains thorough working knowledge of the financial transactions and processes payments of invoices and verifies invoices paid through Accounts Payable system
2. Coordinates invoice follow-up resolution and reporting.
3. Maintain weekly reporting of input/output and performance analysis.

4. Update (s) and adjust (s) staff e-timecard system and process staff payroll.
5. Ensures adherence to corporate and department compliance, policies and procedures.

1. Provides training to peers about SH and clock in/out system. 
2. Follows the appropriate chain of command and uses system resources available to make the correction determination and actionable steps.

 

ADDITIONAL DUTIES AND RESPONSIBILITIES ON GWINNET & DULUTH CAMPUES

 

1. Receives and inputs Interpretation Services requests into computerized database.
2. Responsible for maintenance of interpretation database & active involvement in the creation of new database features.
3. Compiles and maintains data from external contracted services for analysis and tracking.
4. Appropriately prioritizes and schedules interpreters to fill requests for language interpretation, effectively maximizing available interpretation resources.
5. Plans additional interpreter coverage, as necessary and appropriate to ensure adequate interpreter availability during hours of operations.
6. Responsible for the checking in and out of all additional resources (resource & agency interpreters)
7. Orients interpreters to data collection & assignment information.
8. Provides “on the spot” education to staff about available interpretation & translation resources & how to access resources.
9. Maintains department procedures. Routinely works with sensitive or confidential information, documents and issues.
10. Practices proper safety techniques in accordance with hospital and departmental policies and procedures. Immediately reports any mechanical or electrical equipment malfunctions, unsafe conditions, or employee/patient/visitor injury/accident to Supervisor.
11. Demonstrates service excellence behaviors routinely in encounters with all customers.
12. Monitors and maintains department schedule in Excel (adding approved PTO, etc.)

ADDITIONAL DUTIES AND RESPONSIBILITIES

1. Other duties as assigned by supervisor.
2. Follows the appropriate chain of command and uses system resources available to make the correction determination and actionable steps.