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 tu