Medical Assistant Scheduling Coordinator

Tennessee Oncology - Nashville, TN (30+ days ago)3.4

Salary Grade:

Nashville TN

FT/PT Status:
Regular Full Time

Monday - Friday


Responsibilities / Essential Functions:

The Medical Assistant Scheduling Coordinator provides medical office support including check-out and medical records functions. Manages 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.

• 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 front office staff to schedule appointments and/or arrange referrals at the direction of a provider or under the supervision of a LPN/RN
• Prepares the Electronic Health Record (EHR) for review by Clinical Staff.
• Obtains 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.
• 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 work 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.
• Knowledge of organization policies, procedures systems.
• 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.
• 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.

Qualifications & Requirements:

• 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.
• Good verbal and written communication skills.
• Ability to work productively and effectively in a fast paced environment.
• Strong organizational skills and attention to detail.
• Excellent customer service skills.
• Dependable.

Physical Requirements:

•Able to travel to satellite clinics when necessary
Physical requirements may include standing, walking, sitting, fingering or manual dexterity, repetitive finger motion, lifting or exerting force up to 50 pounds, reaching or stretching, crouching or stooping, speaking, hearing, and seeing(with correction).